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:
1K Inspection Work Ticket
Category:
Maintenance
Remarks:
Recycle
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
6K Inspection Work Ticket
Category:
Maintenance
Remarks:
Recycle
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Accident -Injury Reports
Category:
Personnel
Remarks:
Pursuant to 29 CFR 1904.6
Division:
Retention Type:
2 - Current
Retained Off-Site:
0 years
Accident Injury Records
Category:
Personnel
Remarks:
29 CFR 1404.6
Division:
Retention Type:
2 - Current
Retained On-Site:
5 YEARS
Retained Off-Site:
0 YEARS
Accident Reporting - Operator
Category:
Transportation
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
3 - 5 years
Retained Off-Site:
Admin. Decision
Accident Reporting - Vehicle
Category:
Maintenance
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
3 - 5 years
Retained Off-Site:
Lifetime of Vehicle
Accident Review Board Hearing/Results
Category:
Transportation
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
Admin. Decision
Accident Synopsis
Category:
Transportation
Remarks:
Administrative Decision
Division:
Retention Type:
1 - Permanent
Retained On-Site:
3 years
Retained Off-Site:
Indefinite
Accounting Files
Category:
Financial
Remarks:
Department Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
5 YEARS
Retained Off-Site:
0 YEARS
Ada Request For Reasonable Accommodation
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
0 years
Ada Ticket Machine Collection Papers
Category:
Financial
Remarks:
Departmental Policy - Audit & Recon. purpose
Division:
Retention Type:
3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
0 years
Administrative Files
Category:
Administrative
Remarks:
Department Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
2 YEARS
Retained Off-Site:
0 YEARS
Administrative Records & Miscellaneous
Category:
General and Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
2 Years
Retained Off-Site:
0 years
Administrative Records, Miscellaneous
Category:
Administrative
Remarks:
Internal Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
2 years
Administrative Records, Miscellaneous
Category:
Administrative
Division:
Retention Type:
4 - No Retention Required
Retained On-Site:
2 years
Retained Off-Site:
0 years
Administrative Records, Miscellaneous
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
0 years
Adult Passes
Category:
Financial
Remarks:
Departmental Policy - Audit & Recon. purpose
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years min.- discard after audit
Retained Off-Site:
0 years
Advice Letters
Category:
General and Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
2 Years Minimum
Retained Off-Site:
0 years
Advice Letters
Category:
Administrative
Division:
Retention Type:
4 - No Retention Required
Retained On-Site:
2 years
Retained Off-Site:
0 years
Agreements
Category:
Financial
Remarks:
Book Pub, etc. Department Policy
Division:
Retention Type:
3 - Storage
Retained Off-Site:
2 YEARS AFTER CANCELLATION
Annual Adopted Budget Document
Category:
General & Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
10 YEARS
Annual Audited Financial Statements
Category:
General & Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
10 YEARS
Annual National Transit Database Reporting to Federal Transit Agency
Category:
General & Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
15 YEARS
Retained Off-Site:
INDEFINITE
Annual Transit Operator Report to the State Controller
Category:
General & Administrative
Division:
Retention Type:
3 - Storage
Retained On-Site:
10 YEARS
Art (Final and Source)
Category:
Administrative
Remarks:
Jaz, Syquest, CD-ROM in fireproof safe
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
Indefinite
Retained Off-Site:
0 years
Audio (Final and Source)
Category:
Administrative
Remarks:
Jaz, tapes in fireproof safe
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
Indefinite
Retained Off-Site:
0 years
Audit Reports
Category:
Financial
Remarks:
Or until next audit
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
1 year
Retained Off-Site:
2 years
Audit Reports
Category:
General and Administrative Records
Division:
Retention Type:
1 - Permanent
Retained Off-Site:
Indefinite
Audit Reports, Internal
Category:
Financial
Remarks:
Departmental Policy - Audit purpose
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
0 years
Audit Work Papers
Category:
Financial
Division:
Retention Type:
4 - No Retention Required
Retained On-Site:
2 years
Retained Off-Site:
0 years
Audit Workpapers
Category:
General and Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
2 Years
Retained Off-Site:
0 years
Autelca Ticket Machine Collection Cards
Category:
Financial
Remarks:
Departmental Policy - Audit & Recon. purpose
Division:
Retention Type:
3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
0 years
Background Investigation Reports/Polygraph Examinations
Category:
Personnel
Remarks:
CSC EmployeePRG: X.A.3.c.
Division:
Retention Type:
1 - Permanent
Retained On-Site:
5yrs./If litigation is not pending
Retained Off-Site:
Storage-Indefinite.
Bank Discrepancy Records
Category:
Financial
Remarks:
Departmental Policy - Audit & Recon. purpose
Division:
Retention Type:
3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
0 years
Bart Discount Ticket Collections Reports
Category:
Financial
Remarks:
Departmental Policy - Audit & Recon. purpose
Division:
Retention Type:
3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
0 years
Bid Documents (Of Contractors Not Awarded the Contract)
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Board Calendar, Marked
Category:
Board of Directors
Remarks:
One copy. Department Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
2 YEARS
Retained Off-Site:
0 YEARS
Board Closed Session Notes - Confidential
Category:
Board of Directors
Remarks:
Confidential. Department Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
2 YEARS
Retained Off-Site:
0 YEARS
Board Packet and Calendar
Category:
Board of Directors
Remarks:
One Copy. Department Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
1 MONTH
Retained Off-Site:
0 YEARS
Boards/Commissions - Applications
Category:
Board of Directors
Remarks:
Department Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
2 YEARS
Retained Off-Site:
0 YEARS
Boards/Commissions - Individual Files
Category:
Board of Directors
Remarks:
Department Policy
Division:
Retention Type:
1 - Permantent, 2 - Current
Retained On-Site:
2 YEARS
Retained Off-Site:
0 YEARS
Books Documents, Etc.
Category:
Muni Library
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Budget - Counter Copy
Category:
Budget
Remarks:
Department Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
2 YEARS
Retained Off-Site:
0 YEARS
Budget - Files
Category:
Budget
Remarks:
Department Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
2 YEARS
Retained Off-Site:
0 YEARS
Budget - Work Papers
Category:
Budget
Remarks:
Department Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
CURRENT YEAR
Retained Off-Site:
0 YEARS
Budget Analyst Reports - Board/Committee Items
Category:
Budget
Remarks:
One Copy. Department Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
1 MONTH
Retained Off-Site:
0 YEARS
Budget Analyst Reports- General
Category:
Budget
Remarks:
One Copy. Department Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
1 MONTH
Retained Off-Site:
0 YEARS
Budget Files
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
0 years
Budget Files
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
0 years
Budget Files
Category:
Financial
Remarks:
Internal Tracking Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
2 years
Budgets
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
2 Years
Retained Off-Site:
5 Years
Cable Car Audit Paperwork
Category:
Financial
Remarks:
Departmental Policy - Audit purpose
Division:
Retention Type:
3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
0 years
Cable Car Audit Tickets
Category:
Financial
Remarks:
Departmental Policy - Audit purpose
Division:
Retention Type:
3 - Storage
Retained On-Site:
2 years min.- discard after audit
Retained Off-Site:
0 years
Cable Car Residential Books (Currently Not in Use)
Category:
Financial
Remarks:
Departmental Policy - Audit purpose
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
0 years
Cable Car Souvenir Tickets (Discontinued)
Category:
Financial
Remarks:
Departmental Policy - Audit & Recon. purpose
Division:
Retention Type:
3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
0 years
Cal OSHA Report
Category:
Transportation/Maintenance
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
3 - 5 years
Retained Off-Site:
10 years
Cal/OSHA Citation Abatement Reports
Category:
Administrative
Remarks:
Legal
Division:
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Permanent
Cal/OSHA Program Files
Category:
Administrative
Remarks:
Cal/OSHA
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
0 years
Candlestick Ticket Books (Currently Not in Use)
Category:
Financial
Remarks:
Departmental Policy - Audit purpose
Division:
Retention Type:
3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
0 years
Capital Improvement Program
Category:
Grants Records
Division:
Retention Type:
2 - Current
Retained On-Site:
Life of project
Retained Off-Site:
7 Years
Capital Improvement Projects
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
Life of project
Retained Off-Site:
7 Years
Capital Program Working Committee
Category:
Grants Records
Division:
Retention Type:
2 - Current
Retained On-Site:
2 Years
Retained Off-Site:
0 years
Cash Fare Computer System Data
Category:
Financial
Remarks:
Departmental Policy - Audit & Recon. purpose
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent - database
Retained Off-Site:
0 years
Cataloging
Category:
Muni Library
Remarks:
NA
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
0 years
Cc Daily Log - Supplemental Reports
Category:
Central Control
Remarks:
Recycle
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
7 - 10 years
Cc Morning & Afternoon Reports
Category:
Central Control
Remarks:
Recycle
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
7 - 10 years
Cc Disabilities Act Announcement Log
Category:
Central Control
Remarks:
Recycle
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
7 - 10 years
Central Control Log
Category:
Central Control
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
7 - 10 years
Central Control Logs
Category:
Transportation
Remarks:
Recycle
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year min.
Central Control Order Reports
Category:
Central Control
Remarks:
Recycle
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
7 - 10 years
Certified Dbe Firm Files
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Change Funds Data & Their Printed Reports
Category:
Financial
Remarks:
Departmental Policy - Audit & Recon. purpose
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
0 years
Change Orders
Category:
Purchasing
Division:
Retention Type:
2 - Current
Retained On-Site:
Attach to P.O. File
Charter
Category:
Charter
Remarks:
Department Policy
Division:
Retention Type:
1 - Permantent, 2 - Current
Retained On-Site:
CURRENT YEAR
Retained Off-Site:
0 YEARS
Charter Amendments Filed W/Secretary of State
Category:
Charter
Remarks:
Complete File. GC 34090
Division:
Retention Type:
1 - Permanent
Retained Off-Site:
0 YEARS
Charter Amendments, Corresp, Notes, Work File
Category:
Charter
Remarks:
GC 34090 2Y, Dept Policy 5Y
Division:
Retention Type:
2 - Current
Retained On-Site:
5 YEARS
Retained Off-Site:
0 YEARS
Choice Slips
Category:
Schedules-Signup
Remarks:
Recycle
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
N/A
Chp Inspections
Category:
Maintenance
Remarks:
Administrative Decision
Division:
Retention Type:
1 - Permanent
Retained On-Site:
3 - 5 years
Retained Off-Site:
Indefinite
Chron Files, Subject Files, Miscellaneous
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
Destroyed 5 years after Separation
Retained Off-Site:
0 years
Chronological Files
Category:
General and Administrative Records
Division:
Retention Type:
4 - No Retention Required
Retained On-Site:
0 years
Retained Off-Site:
0 years
Chronological Files
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
0 years
Chronological Files
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
4 years
Chronological Files
Category:
Administrative
Remarks:
Department Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
1 YEARS
Retained Off-Site:
0 YEARS
Citizen Complaints
Category:
General and Administrative Records
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
5 Years
Retained Off-Site:
0 years
Citizen Complaints
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Citizen Complaints
Category:
Administrative
Division:
Retention Type:
4 - No Retention Required
Retained On-Site:
1 year
Retained Off-Site:
0 years
City Attorney Opinions - Bound Copy
Category:
Legal
Remarks:
Department Policy
Division:
Retention Type:
1 - Permanent
Retained Off-Site:
0 YEARS
City-Wide Alphabetical Listing
Category:
Schedules
Remarks:
Shred
Division:
Retention Type:
2 - Current
Retained On-Site:
7 years
Retained Off-Site:
N/A
Civil Service Rules (Copy)
Category:
Administrative
Remarks:
Department Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
UNTIL SUPERSEDED
Retained Off-Site:
0 YEARS
Claims Register
Category:
Financial
Remarks:
CAtty has claims; GC 25105.5 Review, archival value
Division:
Retention Type:
2 - Current
Retained On-Site:
3 YEARS
Retained Off-Site:
0 YEARS
Clerk to Act
Category:
Legislative
Remarks:
Department Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
CURRENT YEAR
Retained Off-Site:
0 YEARS
Code Interpretations
Category:
Administrative
Remarks:
until superceded
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years min
Retained Off-Site:
0 years
Code Interpretations
Category:
No Cateory
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Until superceded
Retained Off-Site:
Indefinite
Complaint Logs
Category:
Administrative
Remarks:
For Internal Tracking Need
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
3 years
Complaint Report
Category:
Central Control
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
7 - 10 years
Conflict of Interest Statements(Form 700)
Category:
Personnel
Remarks:
CSC Employee PRG: X.A.3.g.GOVT. Code 81009 (e)
Division:
Retention Type:
2 - Current
Retained On-Site:
Destroyed 7 years after Separation.
Retained Off-Site:
0 years
Construction Phase Files
Category:
Construction
Remarks:
Files turned over to Operations
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
Life of Project
Retained Off-Site:
0 years
Contract Correspondence
Category:
Fleet Engineering/Vehicle Procurement
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years after the life of the contract of after audit by grantor
Contract Correspondence
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years min.
Retained Off-Site:
0 years
Contract Correspondence
Category:
Contract Records
Division:
Retention Type:
2 - Current
Retained On-Site:
2 Years min.
Retained Off-Site:
0 years
Contract Correspondence
Category:
Administrative
Remarks:
For Legal Reference
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
0 years
Contract Correspondence For Awarded Prime
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Contract Files
Category:
Contracts
Remarks:
FTA mandate, Turned over to Operations Division
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
Life of Project
Retained Off-Site:
5 years
Contract Invoices
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years min
Retained Off-Site:
0 years
Contract Orders/Modifications
Category:
General & Administrative
Division:
Retention Type:
3 - Storage
Retained On-Site:
3 YEARS
Retained Off-Site:
20 years minimum
Contract Payments
Category:
Fleet Engineering/Vehicle Procurement
Division:
Retention Type:
2 - Current
Contract/RFP Log
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Contracts
Category:
General & Administrative
Division:
Retention Type:
3 - Storage
Retained On-Site:
3 YEARS
Retained Off-Site:
20 years minimum
Contracts Specifications/RFPs
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Contracts With Vendors
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinite - paper copy onsite
Retained Off-Site:
0 years
Contracts, For Muni Passes, Ticket Items Etc.
Category:
Administrative
Remarks:
Departmental Policy
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
0 years
Contracts/ Agreements/MOUS
Category:
Contract Records
Division:
Retention Type:
2 - Current
Retained On-Site:
2 Years min.
Retained Off-Site:
0 years
Contracts/Agreements/ MOUS
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years min.
Retained Off-Site:
0 years
Contracts/Agreements/MOUS
Category:
Fleet Engineering/Vehicle Procurement
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years after the life of the contract of after audit by grantor
Contracts/Agreements/MOUS
Category:
Administrative
Remarks:
For Legal Reference
Division:
Retention Type:
2 - Current
Retained On-Site:
4 years or until renegotiated
Retained Off-Site:
0 years
Correspondance/Chron File
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
2 Years
Retained Off-Site:
5 Years
Correspondence
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
Destroyed 5 years after Separation.
Retained Off-Site:
0 years
Correspondence
Category:
General
Remarks:
Some files turned over to Operations
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
Life of Project
Retained Off-Site:
0 years
Correspondence - General
Category:
General
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
3 years
Correspondence - Inquiry or Fare Policy, Service Suggestions, Other
Category:
General
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
3 years
Correspondence Not Requiring Follow-Up
Category:
Administrative
Division:
Retention Type:
4 - No Retention Required
Retained On-Site:
0 years
Retained Off-Site:
0 years
Correspondence Not Requiring Follow-Up
Category:
General and Administrative Records
Division:
Retention Type:
4 - No Retention Required
Retained On-Site:
0 years
Retained Off-Site:
0 years
Correspondence, Draft
Category:
Administrative
Division:
Retention Type:
4 - No Retention Required
Retained On-Site:
0 years
Retained Off-Site:
0 years
Correspondence, Misc.
Category:
Administrative
Division:
Retention Type:
4 - No Retention Required
Retained On-Site:
2 years
Retained Off-Site:
0 years
Correspondence, Miscellaneous
Category:
General and Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
2 Years
Retained Off-Site:
0 years
Correspondence, Miscellaneous
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
0 years
Correspondence, Miscellaneous
Category:
Administrative
Remarks:
Internal Tracking Policy
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
2 years
Correspondence, Outgoing
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
10 years
Retained Off-Site:
0 years
Correspondence/Memos (Internal)
Category:
Administrative
Remarks:
Departmental Policy
Division:
Retention Type:
3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
0 years
Criminal Records
Category:
Personnel
Remarks:
CSC Employee PRG: X.A.3.d.
Division:
Retention Type:
1 - Permanent
Retained On-Site:
5yrs./If litigation is not pending
Retained Off-Site:
Storage-Indefinite.
Cubic Collections (Mobile Safes Status Rpt.)
Category:
Financial
Remarks:
Departmental Policy - Audit & Recon. purpose
Division:
Retention Type:
3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
0 years
Cubic Mobile Safe Data & Processing Papers
Category:
Financial
Remarks:
Departmental Policy - Audit & Recon. purpose
Division:
Retention Type:
3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
0 years
Cubic System Computer Data
Category:
Financial
Remarks:
Departmental Policy - Audit & Recon. purpose
Division:
Retention Type:
3 - Storage
Retained On-Site:
2 year min.
Retained Off-Site:
0 years
Cubic System Computer Print-Outs (2 Rpts.)
Category:
Financial
Remarks:
Departmental Policy - Audit & Recon. purpose
Division:
Retention Type:
3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
0 years
Daily Controller Shift Report
Category:
Maintenance
Remarks:
Recycle
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Daily Receipts Processing Package
Category:
General & Administrative
Division:
Retention Type:
3 - Storage
Retained On-Site:
5 YEARS
Dbe Goal Methodology Reports Per Fiscal Year
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Dbe Quarterly Reports to Fta Per Fiscal Year
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Decertified Dbe Firm Files
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
0 years
Defects Logs (Autelca, Mmx, Change Mach.)
Category:
Administrative
Remarks:
Departmental Policy
Division:
Retention Type:
3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
0 years
Delivery Receipts Signed By Vendors
Category:
Administrative
Remarks:
Departmental Policy
Division:
Retention Type:
3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
0 years
Detail Design Files
Category:
Detail Design
Remarks:
Files turned over to Operations
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
Life of Project
Retained Off-Site:
0 years
Diesel Fuel Purchase Records
Category:
General & Administrative
Division:
Retention Type:
3 - Storage
Retained On-Site:
2 YEARS
Digital Audio/Video Recordings of Accidents, Criminal and/or Civil Incidents
Category:
Administrative
Remarks:
Gov't Code Section 34090
Division:
Retention Type:
2 - Current
Retained Off-Site:
0 years
Disability Regulations
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinite
Retained Off-Site:
0 years
Disciplinary Files
Category:
Transportation/Maintenance
Remarks:
Perm. Record in Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
Store whileEmployee Active
Retained Off-Site:
10 years
Discount I. D. Files
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
0 years
Discount Passes
Category:
Financial
Remarks:
Departmental Policy - Audit & Recon. purpose
Division:
Retention Type:
3 - Storage
Retained On-Site:
2 years min.- discard after audit
Retained Off-Site:
0 years
Division 5- Day
Category:
Schedules
Remarks:
Shred
Division:
Retention Type:
2 - Current
Retained On-Site:
7 years
Retained Off-Site:
N/A
Division Alphabetical Listing
Category:
Schedules
Remarks:
Shred
Division:
Retention Type:
2 - Current
Retained On-Site:
7 years
Retained Off-Site:
N/A
Division Dispatchers Detail
Category:
Central Control
Remarks:
Recycle
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
7 - 10 years
Division Publications, Reports
Category:
General and Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
2 Years
Retained Off-Site:
0 years
Dmv Pull Notices
Category:
Transportation/Maintenance
Remarks:
Microfiche
Division:
Retention Type:
2 - Current
Retained On-Site:
Store whileEmployee Active
Retained Off-Site:
N/A
Driver's License Tracking
Category:
Transportation/Maintenance
Remarks:
Note in Training Jacket
Division:
Retention Type:
2 - Current
Retained On-Site:
Store whileEmployee Active
Retained Off-Site:
N/A
Dsc Minutes
Category:
Administrative
Remarks:
Cal/OSHA mandated
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
Permanent
Employment Applications/Resumes
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
0 years
Epa Reports
Category:
Administrative
Remarks:
Cal/OSHA mandated
Division:
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Permanent
Equipment & Operator Availability
Category:
Maintenance
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
10 years
Equipment Inventory Records
Category:
Administrative
Remarks:
Departmental Policy
Division:
Retention Type:
3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
0 years
Equipment Malfunction Reports
Category:
Administrative
Remarks:
Departmental Policy
Division:
Retention Type:
3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
0 years
Exchanged Draft of Agreements
Category:
Contract Records
Remarks:
Admin Code. 67.24 (a)
Division:
Retention Type:
2 - Current
Retained On-Site:
2 Years
Retained Off-Site:
0 years
Exchanged Drafts of Agreements
Category:
Administrative
Remarks:
Admin. Code §67.24(a)
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
0 years
F-Line Collection Log & Monthly Reports
Category:
Financial
Remarks:
Departmental Policy - Audit & Recon. purpose
Division:
Retention Type:
3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
0 years
Facility Maintenance Work Orders
Category:
Administrative
Remarks:
Departmental Policy
Division:
Retention Type:
3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
0 years
Family Medical Leave Act Records
Category:
Personnel
Remarks:
Required by Fair Labor Standards Act §11(c)
Division:
Retention Type:
2 - Current
Retained On-Site:
10 years
Retained Off-Site:
0 years
Famis Computer Data and Print-Outs
Category:
Budget
Remarks:
Budget Purpose
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
0 years
Fast Pass After Internal Audit
Category:
Financial
Remarks:
Departmental Policy - Audit & Recon. purpose
Division:
Retention Type:
3 - Storage
Retained On-Site:
2 years min.- discard after audit
Retained Off-Site:
0 years
Fast Pass Computer System Data
Category:
Financial
Remarks:
Departmental Policy - Audit & Recon. purpose
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent - database
Retained Off-Site:
0 years
Fast Pass Remittance Forms
Category:
Financial
Remarks:
Departmental Policy - Recon. purpose
Division:
Retention Type:
3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
0 years
Fax Transmittal Sheets
Category:
General and Administrative Records
Division:
Retention Type:
4 - No Retention Required
Retained On-Site:
0 years
Retained Off-Site:
0 years
Fax Transmittal Sheets
Category:
Administrative
Division:
Retention Type:
4 - No Retention Required
Retained On-Site:
0 years
Retained Off-Site:
0 years
Federal Transit Administration:Assurancesaudits/Reviewspolicies/Proceduresquarterly Reports
Category:
Grants Records
Division:
Retention Type:
2 - Current
Retained On-Site:
2 Years
Retained Off-Site:
5 Years
Financial Records, Miscellaneous
Category:
Financial
Remarks:
Internal Tracking Policy
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
1 year
Retained Off-Site:
3 years
Financial Records, Miscellaneous
Category:
General and Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
2 Years
Retained Off-Site:
0 years
Financial Records, Miscellaneous
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
0 years
Fixed Route Accessibility Files
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
0 years
Fleet Engineering Records
Category:
Maintenance
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Life of vehicle
Retained Off-Site:
Indefinite
Fta-Funded and Other-Funded Dbe Quarterly Reports to County Transportation Authority
Category:
Administrative
Division:
Retention Type:
1 - Permanent
General Bulletins
Category:
Central Control
Remarks:
Administrative Decision
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Until Superceded
Retained Off-Site:
Permanent
General Correspondence
Category:
General & Administrative
Division:
Retention Type:
3 - Storage
Retained On-Site:
2 YEARS
General Correspondence
Category:
Administrative
Remarks:
Jaz, Syquest, CD-R
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
1 years
Retained Off-Site:
0 years
General Files
Category:
Grants Records
Division:
Retention Type:
2 - Current
Retained On-Site:
2 Years
Retained Off-Site:
5 Years
General Investigation & Incident Files
Category:
Administrative
Remarks:
Legal/Internal Tracking Policy
Division:
Retention Type:
1 - Permanent
Retained On-Site:
2 years
Retained Off-Site:
Indefinite
General User Information - Includes Maps, Timetables, Etc.
Category:
Administrative
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
3 years
Grant Application
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinite - paper copy onsite
Retained Off-Site:
0 years
Grant Award
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinite - paper copy onsite
Retained Off-Site:
0 years
Grant Award/Modification
Category:
General & Administrative
Division:
Retention Type:
3 - Storage
Retained On-Site:
3 YEARS after close of grant
Grants Files (Federal, Local, State)
Category:
Grants Records
Division:
Retention Type:
2 - Current
Retained On-Site:
Life of Grant
Retained Off-Site:
7 Years
Grievances
Category:
Personnel
Remarks:
CSC Employee PRG: X.A.3.b.
Division:
Retention Type:
2 - Current
Retained On-Site:
Destroyed 5 years after separation.
Retained Off-Site:
0 years
Health and Safetyanalytical Reports
Category:
Administrative
Remarks:
Cal/OSHA mandated
Division:
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Permanent
Historical Records
Category:
General
Division:
Retention Type:
1 - Permanent
Instructions
Category:
Administrative
Remarks:
Departmental Policy
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
0 years
Interdepartmental Correspondence
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
0 years
Interdepartmental Correspondence
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
0 years
Interdepartmental Correspondence
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
10 years
Retained Off-Site:
0 years
Interdepartmental Correspondence
Category:
General and Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
2 Years
Retained Off-Site:
0 years
Interdepartmental Correspondence
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
1 year
Internal Policies and Bulletins
Category:
Administrative
Remarks:
Indefinitely unless/until superseded by new policies, orders and/or instructions
Division:
Retention Type:
1 - Permanent
Internal Safety Training and Prevention Records
Category:
Administrative
Remarks:
Departmental Policy
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
0 years
Inventory Count Sheets
Category:
Maintenance
Remarks:
Microfiche
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Investigations and Incident Files
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Indefinite
Invoices
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
0 years
Its - Computer Software
Category:
General & Administrative
Division:
Retention Type:
3 - Storage
Retained On-Site:
5 YEARS
Its Annual Service Agreements
Category:
General & Administrative
Division:
Retention Type:
3 - Storage
Retained On-Site:
2 YEARS
Jlmb (Joint Labor Management Board)
Category:
Transportation
Remarks:
Shred
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
10 years
Journal Entries
Category:
General & Administrative
Division:
Retention Type:
3 - Storage
Retained On-Site:
5 YEARS - Copy in FAMIS
Journals/Magazines/ Catalogs
Category:
Administrative
Division:
Retention Type:
4 - No Retention Required
Retained On-Site:
0 years
Retained Off-Site:
0 years
Journals/Magazines/Catalogs
Category:
Administrative
Remarks:
Cal/OSHA and other legal compliance
Division:
Retention Type:
4 - No Retention Required
Retained On-Site:
1 year
Retained Off-Site:
1 year
Journals/Magazines/Catalogs
Category:
Administrative
Division:
Retention Type:
4 - No Retention Required
Retained Off-Site:
0 years
Key & Locks Order, Issue, Return Log
Category:
Administrative
Remarks:
Departmental Policy
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
0 years
Key Inventory Logs
Category:
Administrative
Remarks:
Departmental Policy
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
0 years
Lease Files
Category:
Financial
Remarks:
For Legal/Internal Tracking Needs
Division:
Retention Type:
2 - Current
Retained Off-Site:
2 years
Lease Files
Category:
Contract Records
Division:
Retention Type:
2 - Current
Retained On-Site:
2 Years Min.
Retained Off-Site:
0 years
Legal Advice
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
0 years
Legal Advice
Category:
General and Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
2 Yearsmin.
Retained Off-Site:
0 years
Legal Advice
Category:
Administrative
Remarks:
Until superceded
Division:
Retention Type:
2 - Current
Retained On-Site:
2 year min.
Retained Off-Site:
0 years
Legal Advice
Category:
Administrative
Remarks:
Current until superceded
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
1 year
Retained Off-Site:
1 year
Legal Advice
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Legislation:
Category:
Grants Records
Division:
Retention Type:
2 - Current
Retained On-Site:
2 Years
Retained Off-Site:
5 Years
Legislative Drafts
Category:
Administrative
Division:
Retention Type:
4 - No Retention Required
Retained On-Site:
No retention required
Retained Off-Site:
0 years
Legislative Drafts
Category:
General and Administrative Records
Division:
Retention Type:
4 - No Retention Required
Retained On-Site:
0 years
Retained Off-Site:
0 years
Legislative Drafts
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Letters, Memos, Responses and General Correspondence
Category:
Service Planning
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
2-5 years
Letters, Memos, Responses and General Correspondence
Category:
Operations
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
2-5 years
Line Checks
Category:
Transportation
Remarks:
Recycle
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Local Program:S.F. County Transportation Authoritys.F. Municipal Railway Imp. Corp.Audit/Reviews
Category:
Grants Records
Division:
Retention Type:
2 - Current
Retained On-Site:
2 Years
Retained Off-Site:
5 Years
Loomis Receipt Books
Category:
Financial
Remarks:
Departmental Policy - Audit & Recon. purpose
Division:
Retention Type:
3 - Storage
Retained On-Site:
2 year min.
Retained Off-Site:
0 years
Lost & Found Log
Category:
Transportation
Remarks:
Recycle
Division:
Retention Type:
4 - No Retention Required
Retained On-Site:
1 years
Lrv Key Stops Project Files
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
0 years
Maps, Sales and Records
Category:
Financial
Remarks:
Departmental Policy - Audit & Recon. purpose
Division:
Retention Type:
3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
0 years
Material Received Reports
Category:
Purchasing
Division:
Retention Type:
2 - Current
Retained On-Site:
Attach to P.O. File
Material Request Tags
Category:
Purchasing
Division:
Retention Type:
2 - Current
Retained On-Site:
Attach to P.O. File
Medical Examination Records
Category:
Transportation
Remarks:
Note in Training Jacket
Division:
Retention Type:
2 - Current
Retained On-Site:
Store whileEmployee Active
Retained Off-Site:
N/A
Medical Records (Various; Listed in Csc Employee Prg: X.A.3.E.)
Category:
Personnel
Remarks:
CSC Employee PRG: X.A.3.e.
Division:
Retention Type:
2 - Current
Retained On-Site:
10 years
Retained Off-Site:
0 years
Medical Surveillance Records
Category:
Administrative
Remarks:
Cal/OSHA
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
27 years
Meeting Records
Category:
Administrative
Remarks:
Departmental Policy
Division:
Retention Type:
3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
0 years
Memoranda, Miscellaneous
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
4 years or until superceded
Retained Off-Site:
0 years
Memoranda, Miscellaneous
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Memoranda, Miscellaneous
Category:
General and Administrative Records
Division:
Retention Type:
4 - No Retention Required
Retained On-Site:
0 years
Retained Off-Site:
0 years
Memoranda, Policy/Decisional
Category:
General and Administrative Records
Division:
Retention Type:
2 - Current
Retained Off-Site:
0 years
Memoranda, Policy/Decisional
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years or until superceded
Retained Off-Site:
0 years
Memoranda, Policy/Decisional
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Memoranda, Policy/Decisional
Category:
Administrative
Remarks:
Internal Tracking Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
3 years
Memoranda, Policy/Decisional
Category:
Administrative
Remarks:
until superceded
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Metro Communication Reports
Category:
Central Control
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
7 - 10 years
Metro Delay Check List
Category:
Central Control
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
7 - 10 years
Metro Rail Personnel Assignments
Category:
Central Control
Remarks:
Shred
Division:
Retention Type:
2 - Current
Retained On-Site:
Store whileEmployee Active
Retained Off-Site:
7 -10 years
Miss-Out Cards
Category:
Transportation
Remarks:
Shred
Division:
Retention Type:
2 - Current
Retained On-Site:
Store whileEmployee Active
Retained Off-Site:
N/A
Mms 025 Stock Number Report
Category:
Maintenance
Remarks:
Dispose onAnniversary Date
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Mms 030 Part Number Report
Category:
Maintenance
Remarks:
Dispose onAnniversary Date
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Mms 035 Stock Description
Category:
Maintenance
Remarks:
Dispose onAnniversary Date
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Mms 050 Material Activity Report
Category:
Maintenance
Remarks:
Receipt of Annual Report
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Mms 055 Annual Transaction Report
Category:
Maintenance
Remarks:
Receipt of Annual Report
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Mms 057 Annual Issue Turn-In Report For Stockclass = 99
Category:
Maintenance
Remarks:
Receipt of Annual Report
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Mms 058 Annual Audit Report
Category:
Maintenance
Remarks:
Receipt of New Report
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Mms 065 Due in By Stock Number
Category:
Maintenance
Remarks:
Receipt of New Report
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Mms 066 Due in Report By Po Number
Category:
Maintenance
Remarks:
Receipt of New Report
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Mms 067 Due in Report By Vendor #
Category:
Maintenance
Remarks:
Receipt of New Report
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Mms 070 Reorder Report
Category:
Maintenance
Remarks:
Receipt of New Report
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Mms 080 Parts Usage Report (Annual)
Category:
Maintenance
Remarks:
Dispose onAnniversary Date
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
4 years
Mms 090 Serviceable Materials Inventory Summary (Annual)
Category:
Maintenance
Remarks:
Recycle onAnniversary Date
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
4 years
Mms 100 Stock Record Adjustment Report Summary (Annual)
Category:
Maintenance
Remarks:
Recycle onAnniversary Date
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
4 years
Mms 110 Daily Transaction Report
Category:
Maintenance
Remarks:
Receipt of Annual Report
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Mms 115 Re-Order Point Review Exception
Category:
Maintenance
Remarks:
Receipt of New Report
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Mms 130 New Items With No Service
Category:
Maintenance
Remarks:
Receipt of New Report
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Mms 130 New Items With Service
Category:
Maintenance
Remarks:
Receipt of New Report
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Mms 130 Rebuildable Item W/ No Service
Category:
Maintenance
Remarks:
Receipt of New Report
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Mms 130 Rebuildable Item With Service
Category:
Maintenance
Remarks:
Receipt of New Report
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Mms 150 Annual Usage, Inventory and Stock Turn Summary (Rebuilt Items)
Category:
Maintenance
Remarks:
Recycle onAnniversary Date
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
4 years
Mms 151 Annual Usage, Inventory and Stock Turn Summary (New Items)
Category:
Maintenance
Remarks:
Recycle onAnniversary Date
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
4 years
Mms 186 Stockout Analysis Report (Main Storerooms)
Category:
Maintenance
Remarks:
Receipt of New Report
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Mms 187 Stockout Analysis Report (Sub-Storerooms)
Category:
Maintenance
Remarks:
Receipt of New Report
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Mms 190 Critical Item Report
Category:
Maintenance
Remarks:
Receipt of New Report
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Mms Action Request
Category:
Maintenance
Remarks:
Microfiche
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
2 years
Mmx Tickets Machine Coll. Cards
Category:
Financial
Remarks:
Departmental Policy - Audit & Recon. purpose
Division:
Retention Type:
3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
0 years
Modification/Amendment Log
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Monthly Accounts Receivable Aging Reports
Category:
General & Administrative
Division:
Retention Type:
3 - Storage
Retained On-Site:
2 YEARS
Monthly Revolving Fund Reconciliation
Category:
General & Administrative
Division:
Retention Type:
3 - Storage
Retained On-Site:
2 YEARS
Muni Accessibility Advisory Cmte. Agendas/Minutes
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Must-Fill
Category:
Schedules
Remarks:
Recycle
Division:
Retention Type:
2 - Current
Retained On-Site:
7 years
Retained Off-Site:
N/A
Observers Report
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
2 years
Operations
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
2 Years
Retained Off-Site:
5 Years
Operator Accident Cards
Category:
Transportation
Remarks:
Microfiche
Division:
Retention Type:
2 - Current
Retained On-Site:
Store whileEmployee Active
Retained Off-Site:
10 years
Operator Defect Cards
Category:
Maintenance
Remarks:
Recycle
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Operator Personnel Cards
Category:
Transportation
Remarks:
Microfiche
Division:
Retention Type:
2 - Current
Retained On-Site:
Store whileEmployee Active
Retained Off-Site:
10 years
Operator Shift Changes
Category:
Transportation
Remarks:
Recycle
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Operator Training Jacket
Category:
Transportation
Remarks:
Microfiche
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Store whileEmployee Active
Retained Off-Site:
Indefinite
Operators' Details (Timesheets)
Category:
General & Administrative
Remarks:
This is the official record. Secure permission from SFERS prior to destruction. Record in process of being stored on CD-ROM.
Division:
Retention Type:
3 - Storage
Retained On-Site:
7 YEARS
Order, Increase & Decrease Form, Vendors'
Category:
Financial
Remarks:
Departmental Policy - Audit & Recon. purpose
Division:
Retention Type:
3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
0 years
Packing Slips
Category:
Financial
Remarks:
Departmental Policy - Audit & Recon. purpose
Division:
Retention Type:
3 - Storage
Retained On-Site:
2 years min.- discard after audit
Retained Off-Site:
0 years
Packing Slips
Category:
Purchasing
Division:
Retention Type:
2 - Current
Retained On-Site:
Attach to P.O. File
Paratransit Coordinating Council Agendas/Minutes
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Paratransit Program Files
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
0 years
Parking Meter Revenue Data and Paperwork
Category:
Financial
Remarks:
Departmental Policy - Audit & Recon. purpose
Division:
Retention Type:
3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
0 years
Pass Seller's Issue & Balance Form
Category:
Financial
Remarks:
Departmental Policy - Audit & Recon. purpose
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
0 years
Passenger Citations
Category:
Administrative
Remarks:
Legal requirement
Division:
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Indefinite
Passenger Service Retraining
Category:
Transportation
Remarks:
Microfiche
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Payments
Category:
Financial
Remarks:
Files turned over to Operations
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
Life of Project
Retained Off-Site:
0 years
Payments Files/Famis & Adpics
Category:
General & Administrative
Division:
Retention Type:
3 - Storage
Retained On-Site:
5 YEARS
Payroll Correction Reports
Category:
General & Administrative
Division:
Retention Type:
3 - Storage
Retained On-Site:
2 YEARS
Retained Off-Site:
5 YEARS
Payroll Problem Description Forms
Category:
General & Administrative
Division:
Retention Type:
3 - Storage
Retained On-Site:
2 YEARS
Retained Off-Site:
5 YEARS
Payroll Records
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
0 years
Payroll Report 10 - Calendar Year End Payroll & Deduction Register
Category:
General & Administrative
Remarks:
Starting in CY1999 Report 10 archived on CD-ROM.
Division:
Retention Type:
3 - Storage
Retained On-Site:
7 YEARS
Payroll Report 10 - Payroll & Deduction Register
Category:
General & Administrative
Remarks:
Starting in CY1999 Report 10 archived on CD-ROM.
Division:
Retention Type:
3 - Storage
Retained On-Site:
7 YEARS
Payroll Report 105P Compensatory Time Activity Report
Category:
General & Administrative
Division:
Retention Type:
3 - Storage
Retained On-Site:
2 YEARS
Retained Off-Site:
5 YEARS
Payroll Report 107 Labor Collection System Report By Pay Period
Category:
General & Administrative
Remarks:
Archived on CD-ROM.
Division:
Retention Type:
3 - Storage
Retained On-Site:
7 YEARS
Payroll Report 121 - Timekeepers' Employee Reference Report
Category:
General & Administrative
Remarks:
Archived on CD-ROM.
Division:
Retention Type:
2 - Current
Retained On-Site:
7 YEARS
Payroll Rosters
Category:
General & Administrative
Division:
Retention Type:
3 - Storage
Retained On-Site:
2 YEARS
Retained Off-Site:
5 YEARS
Performance Report
Category:
Central Control
Remarks:
Microfiche
Division:
Retention Type:
2 - Current
Retained On-Site:
2 - 3 years
Retained Off-Site:
7 - 10 years
Permits, Notices, Reports, Clearances
Category:
Administration - General
Remarks:
Files turned over to Operations
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
Life of Project
Retained Off-Site:
0 years
Personal Services Contracts
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
Destroyed 5 years after end of contract period.
Retained Off-Site:
0 years
Personnel Action Requests
Category:
General & Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
5 YEARS
Retained Off-Site:
INDEFINITE
Personnel Files
Category:
Personnel
Remarks:
While employed
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yearsminimum
Retained Off-Site:
0 years
Personnel Files
Category:
Personnel
Remarks:
CSC Employee PRG: IX.C.D.1.2.
Division:
Retention Type:
2 - Current
Retained On-Site:
10 years
Retained Off-Site:
0 years
Personnel Hiring & Disciplinary Records
Category:
Personnel
Remarks:
Departmental Policy
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
7 years after emply. term.
Retained Off-Site:
0 years
Personnel Records, Others & Misc. Information
Category:
Personnel
Remarks:
Departmental Policy
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
7 years after emply. term.
Retained Off-Site:
0 years
Plans:American With Disability Actoverheadplans General (Srtp/Cip)
Category:
Grants Records
Remarks:
Note: Final Plan Documents are kept permanently in Library
Division:
Retention Type:
2 - Current
Retained On-Site:
2 Years
Retained Off-Site:
5 Years
Platform Employees Run Schedules
Category:
General & Administrative
Division:
Retention Type:
3 - Storage
Retained On-Site:
2 YEARS
Retained Off-Site:
5 YEARS
Pm Inspection Sheets
Category:
Maintenance
Remarks:
Recycle
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
7 - 10 years
Points Person Log
Category:
Transportation
Remarks:
Recycle
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
N/A
Policies/ Procedures
Category:
Administrative Records
Remarks:
Non-essential
Division:
Retention Type:
1 - Permanent
Policy Statements, Procedures, Orders and Instructions
Category:
General
Remarks:
Indefinitely unless/until superseded by new policies, orders and/or instructions
Division:
Retention Type:
1 - Permanent
Press Clippings
Category:
Administrative
Division:
Retention Type:
2 - Current, 3 - Storage
Retained Off-Site:
Indefinite
Press Releases and Advisories
Category:
Administrative
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
3 years
Probing Data, Hand Written By Probers & Defects
Category:
Administrative
Remarks:
Departmental Policy - Audit & Recon. purpose
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
0 years
Procedure Manuals
Category:
Administrative
Remarks:
Departmental Policy
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
0 years
Processing Muni's Revenue Data and Records
Category:
Financial
Remarks:
Departmental Policy - Audit & Recon. purpose
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
0 years
Processing Parking Meter Data and Records
Category:
Financial
Remarks:
Departmental Policy - Audit & Recon. purpose
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
0 years
Project Control Files
Category:
Project Controls
Remarks:
FTA mandate, Turned over to Operations Division
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Life of Project
Retained Off-Site:
5 years
Psr Folders - Operators
Category:
Transportation
Remarks:
Shred
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
2 years
Publications, Reports Created By Department
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
2 years
Publications, Reports Created By Department
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
0 years
Purchase Orders
Category:
General & Administrative
Division:
Retention Type:
3 - Storage
Retained On-Site:
5 YEARS
Purchase Orders
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
0 years
Purchase Orders
Category:
Purchasing
Remarks:
Microfiche Retain for 7 Years
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
3 years
Ranges
Category:
Schedules
Remarks:
Recycle
Division:
Retention Type:
2 - Current
Retained On-Site:
7 years
Retained Off-Site:
N/A
Receipt of Disciplinary Charge Log
Category:
Transportation
Remarks:
Shred
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
10 years
Records and Reports
Category:
Administrative
Remarks:
Files turned over to Operations
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
Life of Project
Retained Off-Site:
0 years
Regional Programs:Bay Area Air Quality Management Districtbridge Tollcaltrans Joint Power Boardmetropolitan Transportation Commissionstate Transit Acttransportation Development Act
Category:
Grants Records
Division:
Retention Type:
2 - Current
Retained On-Site:
2 Years
Retained Off-Site:
5 Years
Regulations
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Regulations
Category:
Administrative
Remarks:
For Legal Reference
Division:
Retention Type:
1 - Permanent
Retained Off-Site:
Indefinite
Regulatory Agency Citation
Category:
Administrative
Remarks:
Cal/OSHA mandated
Division:
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Permanent
Reports
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
2 Years
Retained Off-Site:
5 Years
Reports of Unsafe Working Conditions
Category:
Administrative
Remarks:
Cal/OSHA
Division:
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Permanent
Reports to Fta
Category:
Administrative
Remarks:
Jaz, Syquest in fireproof safe
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinite
Retained Off-Site:
0 years
Reports, Field Supervisors
Category:
Administrative
Remarks:
Departmental Policy
Division:
Retention Type:
3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
0 years
Request For Purchase Orders
Category:
Purchasing
Division:
Retention Type:
2 - Current
Retained On-Site:
Attach to P.O. File
Requests For Proposals (RFP) and Request For Qualifications (Rfqs); Responses to RFP and RFQs
Category:
Contract Records
Division:
Retention Type:
2 - Current
Retained On-Site:
2 Years
Retained Off-Site:
0 years
Requests For Proposals (RFPs) and Request For Qualifications (Rfqs); Responses to RFPs and RFQs
Category:
Financial
Remarks:
For Legal/Internal Tracking Needs
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
2 years
Requests For Proposals (RFPs)And Request For Qualifications (Rfqs);Responses to RFPs and RFQs
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
0 years
Resignations
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
Destroyed 5 years after Separation
Retained Off-Site:
0 years
Revenue Collections Paperwork
Category:
Financial
Remarks:
Departmental Policy - Audit & Recon. purpose
Division:
Retention Type:
3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
0 years
Revolving Fund Cancelled Checks
Category:
General & Administrative
Division:
Retention Type:
3 - Storage
Retained On-Site:
3 YEARS
Revolving Funds Records
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
0 years
RFP Scoring Records
Category:
Administrative
Remarks:
Admin. Code §67.24(e)
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
0 years
RFP Scoring Records
Category:
Financial
Remarks:
Admin. Code §67.24(e)
Division:
Retention Type:
2 - Current
Retained On-Site:
4 years
Retained Off-Site:
0 years
RFP Scoring Records
Category:
Administrative
Remarks:
Admin. Code §67.24(e)
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
RFP Scoring Records
Category:
Contract Records
Remarks:
Admin Code. 67.24 (e)
Division:
Retention Type:
2 - Current
Retained On-Site:
2 Years
Retained Off-Site:
0 years
Roadcall Logs
Category:
Administrative
Remarks:
Departmental Policy
Division:
Retention Type:
3 - Storage
Retained On-Site:
7 years
Retained Off-Site:
0 years
Roadcall Logs - Maintenance
Category:
Maintenance
Remarks:
Recycle
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
2 years
Rosters
Category:
Schedules-Signup
Remarks:
Recycle
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
N/A
Rotations
Category:
Schedules
Remarks:
Recycle
Division:
Retention Type:
2 - Current
Retained On-Site:
7 years
Retained Off-Site:
N/A
Safetyinspection & Audit Reports
Category:
Administrative
Remarks:
Cal/OSHA mandated
Division:
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Permanent
Safetytraining Records
Category:
Administrative
Remarks:
Cal/OSHA mandated record
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
Indefinite
Schedule (Weekly or Daily) For Employees
Category:
Administrative
Remarks:
Departmental Policy
Division:
Retention Type:
3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
0 years
Sealed Documents (E.G., Record Sealed By MOU)
Category:
Personnel
Remarks:
CSC Employee PRG: X.A.3.i.
Division:
Retention Type:
2 - Current
Retained On-Site:
Destroyed 5 years after Separation.
Retained Off-Site:
0 years
Security Guard Reports
Category:
Administrative
Remarks:
Departmental Policy
Division:
Retention Type:
3 - Storage
Retained On-Site:
0 years
Retained Off-Site:
3 years - security office
Sellers' Balancing & Inventory Records
Category:
Financial
Remarks:
Departmental Policy - Audit & Recon. purpose
Division:
Retention Type:
3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
0 years
Service Planning Reports
Category:
Service Planning
Division:
Retention Type:
1 - Permanent
Retained On-Site:
NONE
Retained Off-Site:
Muni Library
Settlement Agreements
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinite
Settlement Agreements
Category:
General and Administrative Records
Division:
Retention Type:
1 - Permanent
Retained Off-Site:
Indefinite
Sign-Up Paperwork
Category:
Personnel
Remarks:
Departmental Policy
Division:
Retention Type:
3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
0 years
Special Event Calendars, Monthly
Category:
Administrative
Remarks:
Departmental Policy
Division:
Retention Type:
3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
0 years
Special Event Collection Records
Category:
Financial
Remarks:
Departmental Policy - Audit & Recon. purpose
Division:
Retention Type:
3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
0 years
Special Events
Category:
Schedules
Remarks:
Recycle
Division:
Retention Type:
2 - Current
Retained On-Site:
2 - 7 years
Retained Off-Site:
N/A
State Programs:Caltranscalifornia Transportation Commissionquarterly Reports
Category:
Grants Records
Division:
Retention Type:
2 - Current
Retained On-Site:
2 Years
Retained Off-Site:
5 Years
Station Operations Am/Pm Report
Category:
Transportation
Remarks:
Shred
Division:
Retention Type:
2 - Current
Retained On-Site:
6 months
Retained Off-Site:
2 years
Stock Adjustment Request
Category:
Maintenance
Remarks:
Microfiche
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Stop File
Category:
Schedules
Remarks:
Recycle
Division:
Retention Type:
2 - Current
Retained On-Site:
7 years
Retained Off-Site:
N/A
Substance Abuse
Category:
Transportation
Remarks:
Shred
Division:
Retention Type:
2 - Current
Retained On-Site:
Store whileEmployee Active
Retained Off-Site:
7 - 10 years
Substance Abuse Training
Category:
Transportation/Maintenance
Remarks:
Note in Training Jacket
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Store whileEmployee Active
Retained Off-Site:
Indefinite
Subway Change Machine Collection Logs
Category:
Financial
Remarks:
Departmental Policy - Audit & Recon. purpose
Division:
Retention Type:
3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
0 years
Subway Collections Reports
Category:
Financial
Remarks:
Departmental Policy - Audit & Recon. purpose
Division:
Retention Type:
3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
0 years
Subway Fan-Fold Tickets, Issued at Faregates
Category:
Financial
Remarks:
Departmental Policy - Audit & Recon. purpose
Division:
Retention Type:
3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
0 years
T1's
Category:
Schedules
Remarks:
Recycle
Division:
Retention Type:
2 - Current
Retained On-Site:
7 years
Retained Off-Site:
N/A
Time Rosters
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
0 years
Time Sheets
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
0 years
Timesheets
Category:
General & Administrative
Remarks:
This is the official record. Secure permission from SF Employee Retirement System prior to destruction. Record kept on-line as of 3/02.
Division:
Retention Type:
3 - Storage
Retained On-Site:
2 YEARS
Retained Off-Site:
5 YEARS
Tokens Data, Inventory & Monthly Reports
Category:
Financial
Remarks:
Departmental Policy - Audit & Recon. purpose
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
0 years
Tow Receipts
Category:
Maintenance
Remarks:
Lifetime of Vehicle
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
Vehicle Lifetime1 year min.
Training Records (Revenue Staff Training)
Category:
Personnel
Remarks:
Departmental Policy
Division:
Retention Type:
3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
0 years
Training Videos Produced By Multimedia Services
Category:
Administrative
Remarks:
Master in fireproof safe
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinite
Retained Off-Site:
0 years
Trains
Category:
Schedules
Remarks:
Recycle
Division:
Retention Type:
2 - Current
Retained On-Site:
7 years
Retained Off-Site:
N/A
Travel and Reimbursement Records
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Uniform Compliance
Category:
Transportation
Remarks:
Recycle
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Union Agreements
Category:
Schedules-Signup
Remarks:
Shred
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
N/A
Union Negotiations
Category:
Schedules-Signup
Remarks:
Shred
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
N/A
Unsual Occurrence Reports
Category:
Administrative
Remarks:
Departmental Policy
Division:
Retention Type:
3 - Storage
Retained On-Site:
7 years
Retained Off-Site:
0 years
Vehicle Acceptance Paperwork
Category:
Maintenance
Remarks:
Administrative Decision
Division:
Retention Type:
1 - Permanent
Retained On-Site:
3 years
Retained Off-Site:
Permanent
Vehicle Availability
Category:
Maintenance
Remarks:
Recycle
Division:
Retention Type:
2 - Current
Retained On-Site:
7 years
Retained Off-Site:
N/A
Vehicle Defect Pull-In Log
Category:
Maintenance
Remarks:
Recycle
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
7 - 10 years
Vehicle Keys Usage Log
Category:
Administrative
Remarks:
Departmental Policy
Division:
Retention Type:
3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
0 years
Vehicle Performance Indicators
Category:
Maintenance
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
3 - 5 years
Retained Off-Site:
7 - 10 years
Vehicle Repair Records
Category:
Administrative
Remarks:
Departmental Policy
Division:
Retention Type:
3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
0 years
Vehicles Acquisition Records
Category:
Budget
Remarks:
Departmental Policy
Division:
Retention Type:
3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
0 years
Vendor Contracts
Category:
Administrative
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
20 years min./life of contract - paper copy onsite
Retained Off-Site:
0 years
Vendor List
Category:
Administrative
Remarks:
Departmental Policy
Division:
Retention Type:
3 - Storage
Retained On-Site:
2 years min.
Retained Off-Site:
0 years
Video (Final and Source)
Category:
Administrative
Remarks:
Jaz, zip, tapes in fireproof safe
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
Indefinite
Retained Off-Site:
0 years
Vms Reports (Special Requests)
Category:
Maintenance
Remarks:
N/A
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years min. / Until project is complete
Retained Off-Site:
N/A
Vms Work Tickets By Vehicle
Category:
Maintenance
Remarks:
Lifetime of Vehicle
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
Lifetime of Vehicle
Warranty Claims
Category:
Maintenance
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
Administrative Decision
Web Pages
Category:
Administrative
Remarks:
Zip
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
0 years
Web Submission By Muni Departments
Category:
Administrative
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
0 years
Weekly Passses
Category:
Financial
Remarks:
Departmental Policy - Audit & Recon. purpose
Division:
Retention Type:
3 - Storage
Retained On-Site:
2 years min. - discard after audit
Retained Off-Site:
0 years
Wheel Chair Lift Inspection Records
Category:
Maintenance
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
Lifetime of Vehicle
Work Order Report
Category:
Central Control
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
2 - 3 years
Retained Off-Site:
7 - 10 years
Work Orders
Category:
General & Administrative
Division:
Retention Type:
3 - Storage
Retained On-Site:
5 YEARS
Work Orders
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Work Orders and Payments
Category:
General and Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
2 Years
Retained Off-Site:
0 years
Work Requests - Car Card Requests, Signage Requests
Category:
General
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
1 year
Retained Off-Site:
3 years
Worker's Compensation Filing Records
Category:
Personnel
Remarks:
Departmental Policy
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
0 years
Worker's Compensation Letters
Category:
General & Administrative
Division:
Retention Type:
3 - Storage
Retained On-Site:
2 YEARS
Retained Off-Site:
5 YEARS
Workers' Compensation Records
Category:
Administrative
Remarks:
Title 8, Cal. Code of Regulations, Section 10102
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Youth Passes
Category:
Financial
Remarks:
Departmental Policy - Audit & Recon. purpose
Division:
Retention Type:
3 - Storage
Retained On-Site:
2 years min.- discard after audit
Retained Off-Site:
0 years