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.

Human Resources (DHR)

http://sfgov.org/dhr

Ratified on:11/19/2018 2:04:56 PM

Department Contact:

Ted Yamasaki

415-557-4815

ted.yamasaki@sfgov.org

Acting Assignment Documents
Category:
Audits, Reports, Studies & Notices
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
2 years
Actuarial Studies
Category:
Audits, Reports, Studies & Notices
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Actuarial Studies
Category:
Audits, Reports, Studies & Notices
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Ada Accommodation Requests, Files, Records and Actions
Category:
Audits, Reports, Studies & Notices
Remarks:
In accordance with FMLA 1993 US OSHA; 29 CFR; 1910.20
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
28 years
Ada Accommodation Requests, Files, Records and Actions
Category:
Audits, Reports, Studies & Notices
Remarks:
In accordance with FMLA 1993 US OSHA; 29 CFR; 1910.20
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
28 years
Additional Employment
Category:
Audits, Reports, Studies & Notices
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
2 years
Administrative Changes to ASO
Category:
Audits, Reports, Studies & Notices
Remarks:
*Retain for 2 years after action
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Administrative Records
Category:
Audits, Reports, Studies & Notices
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Administrative Records
Category:
Audits, Reports, Studies & Notices
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Administrative Records
Category:
Audits, Reports, Studies & Notices
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Administrative Records
Category:
Audits, Reports, Studies & Notices
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Administrative Records
Category:
Audits, Reports, Studies & Notices
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Administrative Records
Category:
Audits, Reports, Studies & Notices
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Administrative Records
Category:
Audits, Reports, Studies & Notices
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Advice Letters
Category:
Audits, Reports, Studies & Notices
Remarks:
Retain for 2 years or until superceded
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Advice Letters
Category:
Audits, Reports, Studies & Notices
Remarks:
Retain for 2 years or until superceded
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Advice Letters
Category:
Audits, Reports, Studies & Notices
Remarks:
Retain for 2 years or until superceded
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Advice Letters
Category:
Audits, Reports, Studies & Notices
Remarks:
Retain for 2 years or until superceded
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Advice Letters
Category:
Audits, Reports, Studies & Notices
Remarks:
Retain for 2 years or until superceded
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Agendas, Notices & Minutes of Board or Committee Meetings
Category:
Board Meetings & Information
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Agendas, Notices & Minutes of Board or Committee Meetings
Category:
Board Meetings & Information
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Amendments to Class Plan
Category:
Classifications & Allocations
Remarks:
*Retain for 2 years after action
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Annual Report For DHR
Category:
Audio, Video & Printed Media
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Annual Report For Self Insurers
Category:
Audio, Video & Printed Media
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
4 years
Annual Salary Ordinance
Category:
Salary & Compensation
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Appointment Above Entrance Documents
Category:
Policies & Procedures
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
2 years
Attendance Records of Training Workshops
Category:
Training & Development
Remarks:
GC6250 et seq
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
6 years
Attendance Records of Training Workshops
Category:
Training & Development
Remarks:
GC6250 et seq
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
6 years
Attendance Records of Training Workshops
Category:
Training & Development
Remarks:
GC6250 et seq
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
6 years
Attendance Records of Training Workshops
Category:
Training & Development
Remarks:
GC6250 et seq
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
6 years
Attendance Records of Training Workshops
Category:
Training & Development
Remarks:
GC6250 et seq
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
6 years
Attendance Records of Training Workshops
Category:
Training & Development
Remarks:
GC6250 et seq
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
6 years
Audio Records of Training Workshops
Category:
Audio, Video & Printed Media
Remarks:
Required by Admin. Code Sec 67.14
Retention Type:
1 - Permanent
Retained On-Site:
1year
Retained Off-Site:
Permanent
Audio/Video Records Not Otherwise Specified
Category:
Audio, Video & Printed Media
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Audit Reports
Category:
Audits, Reports, Studies & Notices
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Audit Reports
Category:
Audits, Reports, Studies & Notices
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Audit Reports
Category:
Audits, Reports, Studies & Notices
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Audit Reports-Obae, Workers' Compensation Self Audits
Category:
Audits, Reports, Studies & Notices
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Bank Reconciliation (Statements, Summaries For Receipts, Disbursements, and Reconciliation)
Category:
Accounting & Budgets
Remarks:
GC34090; 26 CFR 16001-1
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
3 years
Bank Reconciliation (Statements, Summaries For Receipts, Disbursements, and Reconciliation)
Category:
Accounting & Budgets
Remarks:
GC34090; 26 CFR 16001-1
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
3 years
Bank Reconciliation (Statements, Summaries For Receipts, Disbursements, and Reconciliation)
Category:
Accounting & Budgets
Remarks:
GC34090; 26 CFR 16001-1
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
3 years
Bargaining History
Category:
Bargaining Units
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Bilingual Proficiency Test Tapes, Records & Appeals
Category:
Audio, Video & Printed Media
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Budget Files
Category:
Accounting & Budgets
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Classification Manual
Category:
Policies & Procedures
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Classification Plan
Category:
Policies & Procedures
Remarks:
Required by Charter Sec. 10.102
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Cobra Eob Notices
Category:
Audits, Reports, Studies & Notices
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Compensation Manuals
Category:
Salary & Compensation
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Computer Systems Documents
Category:
Computer & Data Systems
Remarks:
Retain documents until systems are replaced
Retention Type:
2 - Current
Retained On-Site:
Varies
Retained Off-Site:
Varies
Computer Systems Documents
Category:
Computer & Data Systems
Remarks:
Retain documents until systems are replaced
Retention Type:
2 - Current
Retained On-Site:
Varies
Retained Off-Site:
Varies
Computer Systems Documents
Category:
Computer & Data Systems
Remarks:
Retain documents until systems are replaced
Retention Type:
2 - Current
Retained On-Site:
Varies
Retained Off-Site:
Varies
Contact Correspondence
Category:
General Correspondence
Remarks:
*Retain for 2 years after termination of agreement
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Contact Correspondence
Category:
General Correspondence
Remarks:
*Retain for 2 years after termination of agreement
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Contact Correspondence
Category:
General Correspondence
Remarks:
*Retain for 2 years after termination of agreement
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Contact Correspondence
Category:
General Correspondence
Remarks:
*Retain for 2 years after termination of agreement
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Contact Correspondence
Category:
General Correspondence
Remarks:
*Retain for 2 years after termination of agreement
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Contact Correspondence
Category:
General Correspondence
Remarks:
*Retain for 2 years after termination of agreement
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Contact Correspondence
Category:
General Correspondence
Remarks:
*Retain for 2 years after termination of agreement
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Contracts-Exchanged Drafts
Category:
Contracts & Agreements
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Contracts-Exchanged Drafts
Category:
Contracts & Agreements
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Contracts-Exchanged Drafts
Category:
Contracts & Agreements
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Contracts-Exchanged Drafts
Category:
Contracts & Agreements
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Contracts-Exchanged Drafts
Category:
Contracts & Agreements
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Contracts-Exchanged Drafts
Category:
Contracts & Agreements
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Contracts-Exchanged Drafts
Category:
Contracts & Agreements
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Contracts/Agreements: Non-Mou
Category:
Contracts & Agreements
Remarks:
*Retain for 2 years or for life of agreement unless longer as required by State or Federal law
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Contracts/Agreements: Non-Mou
Category:
Contracts & Agreements
Remarks:
*Retain for 2 years or for life of agreement unless longer as required by State or Federal law
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Contracts/Agreements: Non-Mou
Category:
Contracts & Agreements
Remarks:
*Retain for 2 years or for life of agreement unless longer as required by State or Federal law
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Contracts/Agreements: Non-Mou
Category:
Contracts & Agreements
Remarks:
*Retain for 2 years or for life of agreement unless longer as required by State or Federal law
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Contracts/Agreements: Non-Mou
Category:
Contracts & Agreements
Remarks:
*Retain for 2 years or for life of agreement unless longer as required by State or Federal law
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Contracts/Agreements: Non-Mou
Category:
Contracts & Agreements
Remarks:
*Retain for 2 years or for life of agreement unless longer as required by State or Federal law
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Contracts/Agreements: Non-Mou
Category:
Contracts & Agreements
Remarks:
*Retain for 2 years or for life of agreement unless longer as required by State or Federal law
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Correspondence Not Requiring Follow-Up and Draft Correspondence
Category:
General Correspondence
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Correspondence Not Requiring Follow-Up and Draft Correspondence
Category:
General Correspondence
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Correspondence Not Requiring Follow-Up and Draft Correspondence
Category:
General Correspondence
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Correspondence Not Requiring Follow-Up and Draft Correspondence
Category:
General Correspondence
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Correspondence Not Requiring Follow-Up and Draft Correspondence
Category:
General Correspondence
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Correspondence Not Requiring Follow-Up and Draft Correspondence
Category:
General Correspondence
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Correspondence Not Requiring Follow-Up and Draft Correspondence
Category:
General Correspondence
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Data Conversion Files
Category:
Computer & Data Systems
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
4 years
Data Conversion Files
Category:
Computer & Data Systems
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
4 years
Data Conversion Files
Category:
Computer & Data Systems
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
4 years
Departmental Publications & Reports
Category:
Audio, Video & Printed Media
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Director's Calendar
Category:
Calendar
Remarks:
Required by Admin Code Sec 67.29
Retention Type:
4 - No Retention Required
Retained On-Site:
30 days
Retained Off-Site:
None
Employee Handbook
Category:
Audio, Video & Other Media
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Equal Employment Opportunity Diversity Plans
Category:
Policies & Procedures
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Exam Active Files
Category:
Audits, Reports, Studies & Notices
Remarks:
Permanent but retain only until file info is obsolete
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Exam Administration Records
Category:
Audits, Reports, Studies & Notices
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
4 years
Exam Applicant Records
Category:
Audits, Reports, Studies & Notices
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
4 years
Exam Audio/Video Tapes
Category:
Audio, Video & Printed Media
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Exam Manual
Category:
Audits, Reports, Studies & Notices
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Exception to Order of Layoff
Category:
Audits, Reports, Studies & Notices
Remarks:
*Retain for 2 years after action
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Exception to Order of Layoff
Category:
Audits, Reports, Studies & Notices
Remarks:
*Retain for 2 years after action
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Exempt Approval Reports For Temporary As-Needed, Special Projects and Civil Service Backfills
Category:
Audits, Reports, Studies & Notices
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
2 years
Exempt Approval, Requests For Ongoing or New Exempt Employment
Category:
Audits, Reports, Studies & Notices
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
2 years
External (Equal Employment Opportunity, DFEH) Discrimination Complaint Files, Departmental Responses
Category:
Claims, Complaints & Grievances
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Fax Transmittal Sheets
Category:
General Correspondence
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Fax Transmittal Sheets
Category:
General Correspondence
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Fax Transmittal Sheets
Category:
General Correspondence
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Fax Transmittal Sheets
Category:
General Correspondence
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Fax Transmittal Sheets
Category:
General Correspondence
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Fax Transmittal Sheets
Category:
General Correspondence
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Fax Transmittal Sheets
Category:
General Correspondence
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Financial Records, Miscellaneous
Category:
Accounting & Budgets
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Financial Records, Miscellaneous
Category:
Accounting & Budgets
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Financial Records, Miscellaneous
Category:
Accounting & Budgets
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Financial Records, Miscellaneous
Category:
Accounting & Budgets
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Financial Records, Miscellaneous
Category:
Accounting & Budgets
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Financial Records, Miscellaneous
Category:
Accounting & Budgets
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Financial Records, Miscellaneous
Category:
Accounting & Budgets
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Grand Jury Investigations
Category:
Legal, Legislative & Judicial
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
4 years
Grievance Files
Category:
Claims, Complaints & Grievances
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
9 years
Health Benefit Rate Calculations, Actuarial Information, Union Agreements, School District and Community College Correspondence
Category:
Audits, Reports, Studies & Notices
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
3 years
Health Service Board Current Correspondence
Category:
Board Meetings & Information
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Health Service Board Files
Category:
Board Meetings & Information
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Health Service Board Packets
Category:
Board Meetings & Information
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Health Service System Board Motions and Resolutions
Category:
Board Meetings & Information
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Health Service System Member Claims Including Payment Histories
Category:
Health Benefits & Claims
Remarks:
GC6250 et seq; OMB A-129 29 CFR 1602.30; 32; Lab Rel Sec 1174
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Health Service System Membership Appeals
Category:
Health Benefits & Claims
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
3 years
Health Service System Membership Information & Accounting
Category:
Health Benefits & Claims
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
INACtive and Closed Wc Claims Files (Other Than Claims Settled Via Wcab and/or Claims Settled With Future Medicals)
Category:
Claims, Complaints & Grievances
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
4 years
INACtive Health Service System Members' Files
Category:
Health Benefits & Claims
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Interdepartmental Correspondence
Category:
General Correspondence
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Interdepartmental Correspondence
Category:
General Correspondence
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Interdepartmental Correspondence
Category:
General Correspondence
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Interdepartmental Correspondence
Category:
General Correspondence
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Interdepartmental Correspondence
Category:
General Correspondence
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Interdepartmental Correspondence
Category:
General Correspondence
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Interdepartmental Correspondence
Category:
General Correspondence
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Internal Discrimination Complaints, Files, Investigative Reports, Hr Director's Decisions, Appeals to Csc, Appeals to Fire Chief Decisions
Category:
Claims, Complaints & Grievances
Remarks:
*Retain for 2 years after separation for General Employees and 5 years for Safety. GC 112946; 29 CFR 1602; 29 USC 211(e); 203(m); 207(g)
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
2-5 years
Invoices Related to Payment of Wc Claims & Related Expenses
Category:
Accounting & Budgets
Remarks:
Refer to Claim Files Retention; Depends on Type of Case.
Retention Type:
2 - Current
Retained On-Site:
5 to 20 years
Retained Off-Site:
5 to 20 years
Journals, Cash Receipts, Invoices, Accounts Payable
Category:
Accounting & Budgets
Remarks:
GC34090
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
2 years
Journals, Cash Receipts, Invoices, Accounts Payable
Category:
Accounting & Budgets
Remarks:
GC34090
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
2 years
Journals, Cash Receipts, Invoices, Accounts Payable
Category:
Accounting & Budgets
Remarks:
GC34090
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
2 years
Journals, Magazines and Catalogs
Category:
Audio, Visual & Printed Media
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Journals, Magazines and Catalogs
Category:
Audio, Visual & Printed Media
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Journals, Magazines and Catalogs
Category:
Audio, Visual & Printed Media
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Journals, Magazines and Catalogs
Category:
Audio, Visual & Printed Media
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Journals, Magazines and Catalogs
Category:
Audio, Visual & Printed Media
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Journals, Magazines and Catalogs
Category:
Audio, Visual & Printed Media
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Journals, Magazines and Catalogs
Category:
Audio, Visual & Printed Media
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Lease Files
Category:
Contracts & Agreements
Remarks:
*Retain for 1 year after separation
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
0 years
Legal Advice
Category:
Legal, Legislative & Judicial
Remarks:
Retain until information is superceded
Retention Type:
2 - Current
Retained On-Site:
Open
Retained Off-Site:
Open
Legal Advice
Category:
Legal, Legislative & Judicial
Remarks:
Retain until information is superceded
Retention Type:
2 - Current
Retained On-Site:
Open
Retained Off-Site:
Open
Legal Advice
Category:
Legal, Legislative & Judicial
Remarks:
Retain until information is superceded
Retention Type:
2 - Current
Retained On-Site:
Open
Retained Off-Site:
Open
Legal Advice
Category:
Legal, Legislative & Judicial
Remarks:
Retain until information is superceded
Retention Type:
2 - Current
Retained On-Site:
Open
Retained Off-Site:
Open
Legal Advice
Category:
Legal, Legislative & Judicial
Remarks:
Retain until information is superceded
Retention Type:
2 - Current
Retained On-Site:
Open
Retained Off-Site:
Open
Legal Advice
Category:
Legal, Legislative & Judicial
Remarks:
Retain until information is superceded
Retention Type:
2 - Current
Retained On-Site:
Open
Retained Off-Site:
Open
Legal Advice
Category:
Legal, Legislative & Judicial
Remarks:
Retain until information is superceded
Retention Type:
2 - Current
Retained On-Site:
Open
Retained Off-Site:
Open
Legislative Drafts
Category:
Legal, Legislative & Judicial
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Memoranda and Miscellaneous Documents
Category:
General Correspondence
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Memoranda and Miscellaneous Documents
Category:
General Correspondence
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Memoranda and Miscellaneous Documents
Category:
General Correspondence
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Memoranda and Miscellaneous Documents
Category:
General Correspondence
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Memoranda and Miscellaneous Documents
Category:
General Correspondence
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Memoranda and Miscellaneous Documents
Category:
General Correspondence
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Memoranda and Miscellaneous Documents
Category:
General Correspondence
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Memoranda of Understanding (Mou)
Category:
Policies & Procedures
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Memoranda, Policy, Decisional
Category:
Policies & Procedures
Remarks:
*Retain for 5 years or until superceded
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
4 years
Memoranda, Policy, Decisional
Category:
Policies & Procedures
Remarks:
*Retain for 5 years or until superceded
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
4 years
Memoranda, Policy, Decisional
Category:
Policies & Procedures
Remarks:
*Retain for 5 years or until superceded
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
4 years
Memoranda, Policy, Decisional
Category:
Policies & Procedures
Remarks:
*Retain for 5 years or until superceded
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
4 years
Memoranda, Policy, Decisional
Category:
Policies & Procedures
Remarks:
*Retain for 5 years or until superceded
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
4 years
Memoranda, Policy, Decisional
Category:
Policies & Procedures
Remarks:
*Retain for 5 years or until superceded
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
4 years
Memoranda, Policy, Decisional
Category:
Policies & Procedures
Remarks:
*Retain for 5 years or until superceded
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
4 years
Merit System Service Notices
Category:
Audits, Reports, Studies & Notices
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Miscellaneous Correspondence
Category:
General Correspondence
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Miscellaneous Correspondence
Category:
General Correspondence
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Miscellaneous Correspondence
Category:
General Correspondence
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Miscellaneous Correspondence
Category:
General Correspondence
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Miscellaneous Correspondence
Category:
General Correspondence
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Miscellaneous Correspondence
Category:
General Correspondence
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Miscellaneous Correspondence
Category:
General Correspondence
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Open Wc Claim Files
Category:
Claims, Complaints & Grievances
Remarks:
Permanent until either converted to inactive or to closed file status
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Pay For Performance
Category:
Salary & Compensation
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
2 years
Position Allocations Including Special Assistants and Project Managers
Category:
Classifications & Allocations
Remarks:
*Retain for 2 years after action
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Procedures On ADA, Complaints, OA, Etc.
Category:
Policies & Procedures
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Procedures On ADA, Complaints, OA, Etc.
Category:
Policies & Procedures
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Purchase Orders
Category:
Accounting & Budgets
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Purchase Orders
Category:
Accounting & Budgets
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Purchase Orders
Category:
Accounting & Budgets
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Quarterly Reports On Economic Agreements
Category:
Audits, Reports, Studies & Notices
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Reports Created By DHR
Category:
Audits, Reports, Studies & Notices
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Reports Created By DHR
Category:
Audits, Reports, Studies & Notices
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Reports Created By DHR
Category:
Audits, Reports, Studies & Notices
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Reports Created By DHR
Category:
Audits, Reports, Studies & Notices
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Reports Created By DHR
Category:
Audits, Reports, Studies & Notices
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Reports Created By DHR
Category:
Audits, Reports, Studies & Notices
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Reports Created By DHR
Category:
Audits, Reports, Studies & Notices
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Requests For Proposals (RFP), Requests For Qualifications (Rfq); Responses to RFP's and RFQ's, and Scoring
Category:
Requests
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Requests For Proposals (RFP), Requests For Qualifications (Rfq); Responses to RFP's and RFQ's, and Scoring
Category:
Requests
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Requests For Proposals (RFP), Requests For Qualifications (Rfq); Responses to RFP's and RFQ's, and Scoring
Category:
Requests
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Requests For Proposals (RFP), Requests For Qualifications (Rfq); Responses to RFP's and RFQ's, and Scoring
Category:
Requests
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Requests For Proposals (RFP), Requests For Qualifications (Rfq); Responses to RFP's and RFQ's, and Scoring
Category:
Requests
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Requests For Proposals (RFP), Requests For Qualifications (Rfq); Responses to RFP's and RFQ's, and Scoring
Category:
Requests
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Requests For Proposals (RFP), Requests For Qualifications (Rfq); Responses to RFP's and RFQ's, and Scoring
Category:
Requests
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Requests, Documents, Approvals For Provisional Appointments Including Applications, Job Announcements, Department Notes, Etc.
Category:
Requests
Remarks:
*Retain for 2 years from date of approval
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Salary Ordinance Amendments
Category:
Salary & Compensation
Remarks:
*Retain for 2 years after action
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Salary Standardization Ordinances
Category:
Salary & Compensation
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Settlement Agreements
Category:
Legal, Legislative & Judicial
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Settlement Agreements
Category:
Legal, Legislative & Judicial
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Settlement Agreements-Maintained as Part of Wc Claims Files
Category:
Legal, Legislative & Judicial
Remarks:
Refer to Claims Files Retention
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
4 to 19 years
Supervisory Differential
Category:
Policies & Procedures
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
2 years
Suspension Z Symbol
Category:
Policies & Procedures
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
2 years
Training Materials, Videos, Etc.
Category:
Audio, Video & Printed Media
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
2 years
Training Materials, Videos, Etc.
Category:
Audio, Video & Printed Media
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
2 years
Training Materials, Videos, Etc.
Category:
Audio, Video & Printed Media
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
2 years
Training Materials, Videos, Etc.
Category:
Audio, Video & Printed Media
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
2 years
Tuition Reimbursement Claims
Category:
Policies & Procedures
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
2 years
Wc Claims Settled Via Wcab and/or Claims Settled With Future Medicals Only.
Category:
Claims, Complaints & Grievances
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
19 years
Work Orders and Payments
Category:
Accounting & Budgets
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Work Orders and Payments
Category:
Accounting & Budgets
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Work Orders and Payments
Category:
Accounting & Budgets
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Work Orders and Payments
Category:
Accounting & Budgets
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Work Orders and Payments
Category:
Accounting & Budgets
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Work Orders and Payments
Category:
Accounting & Budgets
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Work Orders and Payments
Category:
Accounting & Budgets
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Workforce Composition Reports
Category:
Audits, Reports, Studies & Notices
Remarks:
Historical Files
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent