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.

Addenda, Change Orders, As-Built Drawings
Category:
Architectural Services
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
1 year or after project close-out
Retained Off-Site:
Until building or project area is demolished
Annual Bureau Budget
Category:
Budget
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
5 years
Annual, Quarterly, Monthly Status and Performance Reports
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
5 years
Architectural Product Literature
Category:
Administration
Remarks:
Individual project files are to contain the relevant product literature for the project for archive purposes
Retention Type:
2 - Current
Retained On-Site:
Until Superseded
Retained Off-Site:
N/A
Boa Integrated Project Database
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
5 years after each project close-out
Retained Off-Site:
Electronically archive for Inactive Storage
Build Codes and Regulations
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until Superseded
Retained Off-Site:
10 years after superseded, 1 copy
Capital Improvement Program Requests and Appropriations
Category:
Facilities Management
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
Microfilm for Inactive Storage
Construction Contractorcontract Management
Category:
Construction Management
Remarks:
Construction ManagementModification and Payments210 years after project close-out1 year or after project close-out10 years after project close-out
Retention Type:
2 - Current
Retained On-Site:
1 year or after project close-out
Retained Off-Site:
10 years after project close-outBureau of Architecture
Consultant Contract Management
Category:
Project Management
Remarks:
Architectural ServicesGeneral Programming & Planning2Offer drawing of value to Public Library before destroyingAfter Project close-out10 years after project close-out
Retention Type:
2 - Current
Retained On-Site:
After project close-out
Retained Off-Site:
10 years after project close-outBureau of Architecture
Facility Inventory and Facility Condition Reports
Category:
Facilities Management
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until Superseded
Retained Off-Site:
N/A
Facility Planning Reports, Master Plans, Bond Program Proposals
Category:
Facilities Management
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
5 years or, if actively underway, after implementation is completed
Retained Off-Site:
20 years
Forecasts; Advertising Schedule, Workload and Staffing Forecast
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
5 years
General Bureau Correspondence
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
5 years
General Design
Category:
Architectural Services
Remarks:
Architectural ServicesConstruction Drawings, Specifications2Offer to Public Library History Room before destroying1 year or after project close-outUntil building or project area is demolishedDepartmental Policy
Retention Type:
2 - Current
Retained On-Site:
After Project close-out
Retained Off-Site:
10 years after project close-outBureau of Architecture
Inspection and Testing Reports
Category:
Construction Management
Remarks:
Construction ManagementClose-out Documents/Warranties210 years after project close-out1 year or after project close-out10 years after project close-out
Retention Type:
2 - Current
Retained On-Site:
1 year or after project close-out
Retained Off-Site:
10 years after project close-outBureau of Architecture
Permits and Approvals
Category:
Architectural Services
Remarks:
FEMA/State & Federal grant funded projects must be retained min 3 yrs after final audit
Retention Type:
2 - Current
Retained On-Site:
After project-close-out
Retained Off-Site:
10 years after project close-out
Policies & Procedures
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until Superseded
Retained Off-Site:
1 year after superseded
Project Funding; Grants, Appropriations, Budgets
Category:
Project Management
Remarks:
FEMA/State & Federal grant funded projects must be retained min 3 yrs after final audit
Retention Type:
2 - Current
Retained On-Site:
After project close-out
Retained Off-Site:
10 years after project close-out
Project Schedules & Status Reports
Category:
Project Management
Remarks:
Project ManagementConsultant & Contractor Selection Process; RFQs/Bids210 years after project close-out1 year or after project close-out10 years after project close-out
Retention Type:
2 - Current
Retained On-Site:
1 year or after project close-out
Retained Off-Site:
10 years after project close-outBureau of Architecture
Senior Staff Meeting Notes
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
5 years