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:
Audit reports
Category:
Administration
Division:
Retention Type:
4
Retained On-Site:
Current year
Retained Off-Site:
N/A
Total Time Retained:
Current year
Budget Files
Category:
Public Policy and Finance
Division:
Retention Type:
2
Retained On-Site:
2 fiscal years
Retained Off-Site:
N/A
Total Time Retained:
2 fiscal years
Check Payments
Category:
Financial
Division:
Retention Type:
2
Retained On-Site:
2 fiscal years
Retained Off-Site:
N/A
Total Time Retained:
2 fiscal years
Conflict of interest form 700
Category:
Administration
Remarks:
GC Sec.81009(e)
Division:
Retention Type:
2
Retained On-Site:
2 years
Retained Off-Site:
5 years
Total Time Retained:
7 years
Contracts & Grants
Category:
Contracts/Grants
Division:
Retention Type:
2
Retained On-Site:
Term of agreement plus 4 years
Retained Off-Site:
N/A
Total Time Retained:
Term of agreement plus 4 years
Discrimination and harassment complaints
Category:
Administration
Division:
Retention Type:
2
Retained On-Site:
During employee tenure and 5 fiscal years post tenure
Retained Off-Site:
N/A
Total Time Retained:
During employee tenure and 5 fiscal years post tenure
Draft Contracts
Category:
Contracts
Remarks:
Administrative CC Sec. 67.24 (a)(2)
Division:
Retention Type:
4
Retained On-Site:
Until approval
Retained Off-Site:
N/A
Total Time Retained:
Until approval
Electronic Legistlation (copies as approved to form)
Category:
Legislative
Division:
Retention Type:
4
Retained On-Site:
Current year
Retained Off-Site:
N/A
Total Time Retained:
Current year
Electronic Legistlative Drafts
Category:
Legislative
Division:
Retention Type:
4
Retained On-Site:
Current year
Retained Off-Site:
N/A
Total Time Retained:
Current year
Family Medical Leave Act Records
Category:
Administration
Division:
Retention Type:
2
Retained On-Site:
3 fiscal years
Retained Off-Site:
N/A
Total Time Retained:
3 fiscal years
General Correspondences
Category:
Correspondences
Division:
Retention Type:
4
Retained On-Site:
N/A
Retained Off-Site:
N/A
Total Time Retained:
N/A
Medical Information
Category:
Administration
Division:
Retention Type:
2
Retained On-Site:
During employee tenure and 5 fiscal years post tenure
Retained Off-Site:
N/A
Total Time Retained:
During employee tenure and 5 fiscal years post tenure
Office expenditure documents
Category:
Financial
Division:
Retention Type:
2
Retained On-Site:
2 fiscal years
Retained Off-Site:
N/A
Total Time Retained:
2 fiscal years
Payables (Invoices/Vendors)
Category:
Financial
Division:
Retention Type:
2
Retained On-Site:
2 fiscal years
Retained Off-Site:
N/A
Total Time Retained:
2 fiscal years
Payroll Reports/Timecards and related documents
Category:
Administration
Division:
Retention Type:
2
Retained On-Site:
2 fiscal years
Retained Off-Site:
N/A
Total Time Retained:
2 fiscal years
Personnel files
Category:
Administration
Division:
Retention Type:
2
Retained On-Site:
During employee tenure and 5 fiscal years post tenure
Retained Off-Site:
N/A
Total Time Retained:
During employee tenure and 5 fiscal years post tenure
Policies/Procedurs
Category:
Policies
Division:
Retention Type:
2
Retained On-Site:
Later of 2 years or until superseded
Retained Off-Site:
N/A
Total Time Retained:
Later of 2 years or until superseded
Prop G Calendar
Category:
Calendar
Division:
Retention Type:
2
Retained On-Site:
2 years
Retained Off-Site:
N/A
Total Time Retained:
2 years
Purchase Orders (copy)
Category:
Financial
Division:
Retention Type:
2
Retained On-Site:
2 fiscal years
Retained Off-Site:
N/A
Total Time Retained:
2 fiscal years
Receipts/Deposits
Category:
Financial
Division:
Retention Type:
2
Retained On-Site:
2 fiscal years
Retained Off-Site:
N/A
Total Time Retained:
2 fiscal years
RFA,RFQ
Category:
RFA,RFQ
Division:
Retention Type:
2
Retained On-Site:
Later of 2 years of no current use
Retained Off-Site:
N/A
Total Time Retained:
Later of 2 years of no current use
Travel request (copy)
Category:
Administration
Division:
Retention Type:
4
Retained On-Site:
Current year
Retained Off-Site:
N/A
Total Time Retained:
Current year
Work Orders
Category:
Financial
Division:
Retention Type:
2
Retained On-Site:
2 fiscal years
Retained Off-Site:
N/A
Total Time Retained:
2 fiscal years
Worker's Compensation Record
Category:
Administration
Division:
Retention Type:
2
Retained On-Site:
During employee tenure and 5 fiscal years post tenure
Retained Off-Site:
N/A
Total Time Retained:
During employee tenure and 5 fiscal years post tenure