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 Services (DHS)

http://sfgov.org/dhs

Ratified on:11/19/2018 2:06:25 PM

Department Contact:

Pamela Tebo

415-557-6540

pamela.tebo@sfgov.org

Accident - Injury Records
Category:
Personnel/Human Resources
Remarks:
29 CFR 1904.6
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
2 years
Active Case Files
Category:
Client Records
Remarks:
See categories below for retention periods of closed cases.
Retention Type:
2 - Current
Retained On-Site:
While case is active
Retained Off-Site:
0 years
Active Exam Files
Category:
Personnel/Human Resources
Remarks:
Sent to DHR at the time eligible list is posted; DHR maintains them for 10 years and is the off-site location.
Retention Type:
2 - Current
Retained On-Site:
0 years
Retained Off-Site:
10 years
Active or Closed Cases: Adult Services Special Circumstances
Category:
Client Records
Remarks:
Must be retained for life of recipient or for 10 years from date of last action, if there is reason to believe the recipient is still alive.
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
N/A
Active or Closed Cases: Ihss
Category:
Client Records
Remarks:
All cases from 1978 on must be retained until litigation is settled. Service folders are never purged.
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
N/A
Ada Applications and Administrative Files
Category:
Personnel/Human Resources
Retention Type:
2 - Current
Retained On-Site:
Until separation
Retained Off-Site:
2 years
Agendas, Notices & Minutes of Commission and Committee Meetings
Category:
Commission
Remarks:
Admin Code §67.14
Retention Type:
1 - Permanent
Retained On-Site:
6 years
Retained Off-Site:
N/A
Annual Reports
Category:
General and Administrative
Remarks:
SF Admin §8.4
Retention Type:
2 - Current
Retained On-Site:
Permanent
Retained Off-Site:
0 years
Audio/Video Recordings of Meetings of Policy Bodies
Category:
Commission
Remarks:
Admin Code §67.14
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
0 years
Audit Reports
Category:
General and Administrative
Remarks:
SF Admin §8.4
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
0 years
Budget Files
Category:
General and Administrative
Remarks:
Retained as historic record.
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
0 years
Business Licenses
Category:
General and Administrative
Retention Type:
2 - Current
Retained On-Site:
Lifetime of Licenses
Retained Off-Site:
0 years
Calendar (Department Head)
Category:
General and Administrative
Remarks:
Admin Code §57.29-5
Retention Type:
4 - No Retention Required
Retained On-Site:
2 years
Retained Off-Site:
0 years
Classification Studies
Category:
Personnel/Human Resources
Remarks:
Dept. policy
Retention Type:
2 - Current
Retained On-Site:
7 years
Retained Off-Site:
0 years
Client Complaints Filed With Cdss Civil Rights Bureau
Category:
Client Records
Remarks:
CDSS Operations Manual Chapter 23-350.
Retention Type:
2 - Current
Retained On-Site:
3 years after disposition.
Retained Off-Site:
0 years
Closed Cases: Adoption Records
Category:
Client Records
Remarks:
All County Letters from DCSS give destruction dates, however, DHS' policy is to retain records permanently. Must be stored in locked area.
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
0 years
Closed Cases: All Afdc/Calworks Case Records and Supporting Documents. Identified By Cdss as Federal Sample Quality Control Cases Containing An Error.
Category:
Client Records
Remarks:
ACL No. 03-06. Until federal sanction process is resolved for the applicable federal fiscal year. Counties will be notified of the resolution dates.
Retention Type:
3 - Storage
Retained On-Site:
5 years
Retained Off-Site:
N/A
Closed Cases: Caap
Category:
Client Records
Remarks:
All County Letter.
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
0 years
Closed Cases: Calworks Im Folders Only
Category:
Client Records
Remarks:
Retain all information from December 1996 forward. Service folders may not be purged.
Retention Type:
3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
N/A
Closed Cases: Claims (Involved in Litigation)
Category:
Client Records
Remarks:
Destroy 3 years after claim is resolved or 15 years after claim is opened.
Retention Type:
3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
12 years
Closed Cases: Collection of Overpayment Pending
Category:
Client Records
Remarks:
Must be retained for 3 years following satisfaction of the overpayment.
Retention Type:
3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
N/A
Closed Cases: Fcs Im Folders Only
Category:
Client Records
Remarks:
Retain all information from December 1996 forward. Service folders may not be purged.
Retention Type:
3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
N/A
Closed Cases: Food Stamps
Category:
Client Records
Remarks:
Retain information from 1995 forward. CDSS Food Stamps Manual Section 63.201.6. All County Letter.
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
0 years
Closed Cases: Form Abcd 278L - List of Authorizations to Start, Change or Stop Aid Payments (Or Equivalent) Which Bears the Original Initials or Original Signatures of the Delegated County Employee Who Authorized the Specific Action.
Category:
Client Records
Remarks:
ACL No. 03-06. Notification received by the Child Support Agency.
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
N/A
Closed Cases: Involved in Open State or Federal Audit
Category:
Client Records
Remarks:
Must be retained if there is an open state or federal audit. Permission to destroy issued by State through All County letters.
Retention Type:
3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
N/A
Closed Cases: Medical
Category:
Client Records
Remarks:
CDHS Medi-Cal Eligibility Manual Section 50111.
Retention Type:
2 - Current
Retained On-Site:
3 years after case is closed
Retained Off-Site:
0 years
Closed Cases: Paes
Category:
Client Records
Remarks:
All County Letter.
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Closed Cases: Records Necessary to Sustain Intentional Program Violation Disqualification.
Category:
Client Records
Remarks:
Must be retained throughout lifetime of individual client(s) involved.
Retention Type:
3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
N/A
Closed Cases: Recovery Is Unlikely
Category:
Client Records
Remarks:
The City Attorney advised that the Executive Director can make the determination that cases closed longer than 3 years may be destroyed when recovery is unlikely and the cost of storage exceeds the potential recovery.
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
N/A
Closed Cases: Refugee Assistance (Capi)
Category:
Client Records
Remarks:
State law.
Retention Type:
2 - Current
Retained On-Site:
3 years after case is closed.
Retained Off-Site:
0 years
Closed Cases: Sensitive Case
Category:
Client Records
Remarks:
Purge folder if client is now over 21 years of age.
Retention Type:
2 - Current
Retained On-Site:
Variable
Retained Off-Site:
0 years
Closed Cases:SSI Interim Assistance Case
Category:
Client Records
Remarks:
Must be retained for 3 years following receipt of Interim Assistance.
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
0 years
Closed Service Folders: Child Welfare and Foster Care Cases - Service Folders.
Category:
Client Records
Remarks:
Must be retained for 5 years after case is closed. Federal 45CFR 74.53; State Welfare & Institutions Code Section 10851; SF Admin Code §20.31. Department policy is to retain service folders permanently.
Retention Type:
1 - Permanent, 3 - Storage
Retained On-Site:
5 years
Retained Off-Site:
Permanent
Code Interpretations
Category:
General and Administrative
Remarks:
State/Federal instructions to the Department.
Retention Type:
4 - No Retention Required
Retained On-Site:
Until superceded
Retained Off-Site:
0 years
Commission Correspondence
Category:
Commission
Remarks:
Admin Code §67.14
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
0 years
Commission Packets
Category:
Commission
Remarks:
Admin Code §67.14
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
0 years
Conflict of Interest Form 700 (With Commission Secretary)
Category:
Personnel/Human Resources
Remarks:
Govt code §81009 (c)
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
0 years
Contract Correspondence
Category:
Contracts/Grants
Remarks:
Admin Code §67.24(a)
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
0 years
Contracts/Agreements/MOUS
Category:
Contracts/Grants
Remarks:
Controller's office
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
N/A
Correspondence, Miscellaneous
Category:
General and Administrative
Remarks:
SF Admin §8.4
Retention Type:
2 - Current
Retained On-Site:
Active + 2 years
Retained Off-Site:
0 years
DHR Referral Documentation, Requisitions, Staff Requests
Category:
Personnel/Human Resources
Remarks:
Dept. policy
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
3 years
Dhs Examination Working File
Category:
Personnel/Human Resources
Remarks:
Dept. retains materials for the last 3 cycles of examination or PV process; length varies with duration of eligible list.
Retention Type:
2 - Current
Retained On-Site:
Variable
Retained Off-Site:
0 years
Discrimination/Civil Rights Complaints Filed With Calif. DFEH
Category:
Personnel/Human Resources
Remarks:
Retain all personnel records related to the charge until final disposition of the charge.
Retention Type:
2 - Current
Retained On-Site:
2 years after resolution
Retained Off-Site:
0 years
Discrimination/Civil Rights Complaints Filed With DHR EEO
Category:
Personnel/Human Resources
Remarks:
If subject to a legal proceeding, retain until the proceeding has been completed.
Retention Type:
2 - Current
Retained On-Site:
2 years after resolution
Retained Off-Site:
0 years
Discrimination/Civil Rights Complaints Filed With Federal EEOc
Category:
Personnel/Human Resources
Remarks:
Retain all personnel records related to the charge until final disposition of the charge.
Retention Type:
2 - Current
Retained On-Site:
5 years or until disposition of charge whichever comes later
Retained Off-Site:
0 years
Employee Relations Case Files (Grievances/ Disciplinary Actions/ Violence in the Workplace Reports
Category:
Personnel/Human Resources
Remarks:
Dept. policy
Retention Type:
2 - Current
Retained On-Site:
Until separation
Retained Off-Site:
2 years
Employment Applications/Resumes
Category:
Personnel/Human Resources
Remarks:
Govt code §12946
Retention Type:
2 - Current
Retained On-Site:
Active + 2 years
Retained Off-Site:
0 years
Employment History Summaries
Category:
Personnel/Human Resources
Remarks:
Maintained in index cards, Position Control, Personnel Tracking System and PeopleSoft.
Retention Type:
1 - Permanent
Retained On-Site:
3 years
Retained Off-Site:
Permanent
Exchanged Drafts of Agreements
Category:
Contracts/Grants
Remarks:
Admin Code §67.24
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
0 years
Family Medical Leave Act Records
Category:
Personnel/Human Resources
Remarks:
Required by Fair Labor Standards Act §11(c)
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
2 years
Financial Records Miscellaneous
Category:
Fiscal
Remarks:
5 years after applicable fiscal year or 3 years after audit, which ever is longer.
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Invoices
Category:
Fiscal
Remarks:
5 years after applicable fiscal year or 3 years after audit, which ever is longer.
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Lease Files
Category:
Contracts/Grants
Remarks:
Admin Code §67.24
Retention Type:
2 - Current
Retained On-Site:
Life of lease + 1 year.
Retained Off-Site:
0 years
Legal Records
Category:
General and Administrative
Remarks:
Subject to approval by City Attorney.
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Legislative Drafts
Category:
General and Administrative
Remarks:
Dept. policy
Retention Type:
4 - No Retention Required
Retained On-Site:
2 years
Retained Off-Site:
0 years
Meeting Notes
Category:
General and Administrative
Remarks:
Dept. policy
Retention Type:
4 - No Retention Required
Retained On-Site:
2 years
Retained Off-Site:
0 years
Memoranda/Manuals
Category:
General and Administrative
Remarks:
Materials issued by Calif. Depts. of Social Services and Health Services.
Retention Type:
2 - Current
Retained On-Site:
5 years or until superceded
Retained Off-Site:
0 years
Motions and Resolutions
Category:
Commission
Remarks:
Admin Code §67.14
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
0 years
Payroll Records, Time Sheets and Related Documents
Category:
Personnel/Human Resources
Remarks:
Secure permission from SFERS prior to destruction.
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
0.5 years
Retained Off-Site:
4.5 years
Personnel Files
Category:
Personnel/Human Resources
Remarks:
SF Admin Code
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
Until separation + 2 years
Retained Off-Site:
3 years
Reassignment Postings
Category:
Personnel/Human Resources
Remarks:
Dept. policy. Postings are placed in binders in Personnel.
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Record of Payments
Category:
Fiscal
Remarks:
Controller's office.
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
N/A
Requests For Proposals (RFPs) and Requests For Qualifications (Rfqs); Responses to RFPs and RFQs
Category:
Contracts/Grants
Remarks:
Admin Code §67.24(e)
Retention Type:
2 - Current
Retained On-Site:
Life of agreement + 2 years
Retained Off-Site:
0 years
Revolving Funds Records
Category:
Fiscal
Remarks:
5 years after applicable fiscal year or 3 years after audit, which ever is longer.
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
RFP Scoring Records
Category:
Contracts/Grants
Remarks:
Admin Code §67.24
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
0 years
Settlement Agreements
Category:
General and Administrative
Remarks:
SF Admin §8.4
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
0 years
Welfare Checks and Registers
Category:
Client Records
Remarks:
ACL No. 02-12.
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
5 years
Retained Off-Site:
0 years
Work Order and Payments
Category:
Fiscal
Remarks:
5 years after applicable fiscal year or 3 years after audit, which ever is longer.
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Worker's Compensation Records
Category:
Personnel/Human Resources
Remarks:
Title 8, Cal. Code of Regulations, Section 10102
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years