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.

Public Health

http://www.sfdph.org/

Ratified on:11/27/2018 12:09:24 PM

Department Contact:

Frances Culp

415-554-2795

frances.culp@sfgov.org

Abate Nuisance (Long Form)
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Abate Nuisance (Short Form)
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Absence Request (Staff)
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
1 Year
Absentee Calendar
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
Current plus 2 years
Acknowledgment For Providers of Request For Inspection
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yrs
Acknowledgment of Dependent Adult/Elder Abuse Reporting Requirement
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yrs
Acknowledgment of Request For Copies Request For Payment
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
7 yrs
Ada Self Evaluation
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
1 Year
Administration Activity Slip Patient Related
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
7 yrs
Administrative Code
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Administrative Files Personnel-Related Records of An Employee Not Kept in Personnel Folders:Discrimination Complaints, Investigations, Resolutions.Grievancesbackground Investigation Reports and Results of Polygraph Examinations (Including Confidential Statements By Previous Employers)Criminal Records.Medical Records, Including:- Pre-Employment Medical Examination Records- Fitness For Duty Medical Records- Catastrophic Illness Documents- Result of Psychological Testingrecruitment Files, Including Applications and Resumes of Applicants.Conflict of Interest Statementsunfair Labor Practice Complaints or Contract Disputes.Sealed Documents (E.G. Record Sealed By MOU)Workers' Compensation Records.
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
5 Years
Retained Off-Site:
0 years
Administrative Manuals; Clinical Services and Infection Control Manual
Category:
Administrative Records
Remarks:
Per DPH/SFGH guidelines
Retention Type:
2 - Current
Retained On-Site:
Per DPH/SFGH guidelines
Administrative Records Billing Documents
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
2 Years
Administrative Records
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
2 years
Administrative Recordsbudgets
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
4 years
Administrative Recordsinvoices
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
2 years
Administrative Recordsquarterly Reports
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
2 years
Admission Referral
Category:
Clinical Records
Remarks:
Administrative Policy
Retention Type:
2 - Current
Retained On-Site:
2 Years
Admission Tracking Form
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
4 yrs
Adpics/Famis Documents (Contract Orders/Payments, Direct Payment Requests/Vouchers, Departmental Interface Audit Trail Report By Interface Transaction From Controller's Office)
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
5 yrs
Retained Off-Site:
2 yrs
Affidavit of Custodian of Medical Records
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
7 yrs
African American Health Services Specialist Certification: Record of Employee Course Work, Job Experience, Passing of Oral Exam, Program Manager's Request and Justification For Special Working Condition.
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
5 Years
Retained Off-Site:
Indefinitely
Agendas/Minutes
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Agreement For Improving Expediting Services
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
5 yrs
All Other Adpics/Famis Documents
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
3 yrs
Retained Off-Site:
2 yrs
Ambulance Ordinance File
Category:
Administrative Records
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Ambulance Provider Application
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
7 Years
Ambulance Provider Permit Site Review Results
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
7 Years
Ambulance Response Data
Category:
Administrative Records
Remarks:
Title 22, CH4 Section 100167
Retention Type:
2 - Current
Retained On-Site:
7 Years
Analysis Domestic Water
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Animal Bite Reports
Category:
Clinical Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
10 years
Annual Budget and Expenditure Information
Category:
Administrative Records
Remarks:
Not legally mandated
Retention Type:
2 - Current
Retained On-Site:
5 years
Annual Cost Report to Medicare
Category:
Administrative Records
Remarks:
Administrative decision
Retention Type:
2 - Current
Retained On-Site:
3 years
Annual Overhead Reports
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
5 yrs
Retained Off-Site:
2 yrs
Annual Program Plan and Budget
Category:
Administrative Records
Remarks:
Same as above
Retention Type:
2 - Current
Retained On-Site:
4 years
Annual Reports
Category:
Administrative Records
Remarks:
Title 22, OSHPD, & Admin. Decision
Retention Type:
2 - Current
Retained On-Site:
3 years
Appeal Form For Adults-Target Population Criteria
Category:
Administrative Records
Remarks:
Dept. Policy
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Appeal Form For Services Denied to Adults/Older Adults
Category:
Administrative Records
Remarks:
Dept. Policy
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Application Back Flow Prevention Device
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Application Cross Connection Control
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Application For 72-HoUR Detention
Category:
Public Health Records Reportable
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
2 Years
Application For Certified Copies
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 Years
Application For Dmstraining Funds
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
1 Year
Application For Permit to Operate
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Application For Special Event
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Applications For Employment
Category:
Administrative Records
Remarks:
Gov. Code Section 12946. Confidential
Retention Type:
2 - Current
Retained On-Site:
2 years from date of application
Appropriation Carry Forward Requests
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 yrs
Retained Off-Site:
1 yrs
Approved Payment Fee
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Asbestos Training Records
Category:
Administrative Records
Remarks:
8CCR5208 Note: This is employment by CCSF not DPH
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
5 years
Retained Off-Site:
After 5 years
Assignment Sheets
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
2 years
Atypical Neuroleptics Request Form
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
3 yrs
Audiovisual & Other Equipment
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Audit Files, Misc.
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
5 yrs
Retained Off-Site:
2 yrs
Audit or Litigation-Related Records: Records Related to Existing or Threatened Legal or Financial Dispute or Audit.
Category:
Administrative Records
Remarks:
Cannot be destroyed without approval of the City Attorney's Office or the Controller's Office. May be confidential.
Retention Type:
2 - Current
Retained On-Site:
Minimum retention period for class of document + approval of City Attorney's Office or Controller's Office.
Audits Reports
Category:
Administrative Records
Remarks:
Title X FP
Retention Type:
2 - Current
Retained On-Site:
3 years
Bank Reconciliation, Receipts Processing Forms
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
3 yrs
Retained Off-Site:
2 yrs
Bathhouse Files
Category:
Administrative Records
Remarks:
Administrative decision
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Bed Committee Referral Form
Category:
Clinical Records
Remarks:
Administrative Policy
Retention Type:
2 - Current
Retained On-Site:
2 Years
Bilingual Services: Log of Dph Bilingual Employees By Name, Classification and Languages Spoken.
Category:
Administrative Records
Remarks:
1979 Federal Office of Civil Rights (OCR) Settlement Agreement with DPH.
Retention Type:
1 - Permanent
Retained On-Site:
5 Years
Retained Off-Site:
Indefinitely
Bilingual Services: Testing and Language Certification: Record of Employee Passing Language Exam and Program Manager's Request and Justification For Special Working Condition.
Category:
Administrative Records
Remarks:
1979 Federal Office of Civil Rights (OCR) Settlement Agreement with DPH.
Retention Type:
1 - Permanent
Retained On-Site:
5 Years
Retained Off-Site:
Indefinitely
Birth and Death Certificate Including All Documents That Modify Certificate Such as Sealing Notices & Amendments and All Abstacts or Indicies Related Thereto
Category:
Public Health Records Reportable
Remarks:
Code §6350 et. Seq. Health & Safety §26205.5
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Retained Off-Site:
Indefinitely
Birth Certificate Lists (List of Certificates Sent to Dph By Reporting Hospitals)
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Retained Off-Site:
Indefinitely
Bloodborne Pathogen Training Records
Category:
Administrative Records
Remarks:
8CCR5193
Retention Type:
2 - Current
Retained On-Site:
3 Years
Board of Supervisors' Resolutions to Apply, Accept & Expend Grants
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
2
Bsrn Training, Inservices, Workshops and Records
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
4 years
Budget Binders, Supplemental Appropriation Requests
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 yrs
Retained Off-Site:
1 yr.
Budget Documents
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Budget Organization Charts
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
3 yrs
Budget Prep Reports
Category:
Administrative Records
Remarks:
Administrative decision
Retention Type:
2 - Current
Retained On-Site:
Current Year
Budget Spreadsheets, Program Description Reports, Work Papers,
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 yrs
Budget Submissions
Category:
Administrative Records
Remarks:
Administrative decision
Retention Type:
2 - Current
Retained On-Site:
3 years
Bureau Hearing Requests
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Burial Permits (Copies 1 & 3)
Category:
Administrative Records
Remarks:
Health & Safety Code Section 10306
Retention Type:
2 - Current
Retained On-Site:
1 Year
Business Plans
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Calendar Personal
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
2 Years
Calendars, Personal
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
Current
Retained Off-Site:
3 years
Casarc Records
Category:
Clinical Records
Remarks:
22 CCR
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
7 Years
Retained Off-Site:
7 Years
Case History Questionnaire
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Case Morbidity Report
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Ce Continuing Education
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
Current plus 2 years
Certificate of Sanitation
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Certificate Review Actions
Category:
Administrative Records
Remarks:
Confidential
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Certification of Disability
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
5 yrs
Certification of Record Destruction
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
4 yrs
Certification Review Hearing Record
Category:
Public Health Records Reportable
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Certified Contract
Category:
Administrative Records
Remarks:
CFR 420.302(d)
Retention Type:
2 - Current
Retained On-Site:
Life of Contract plus 5 years
Certified Mail (Green Cards)
Category:
Administrative Records
Remarks:
None
Retention Type:
2 - Current
Retained On-Site:
5 years
Chain or Custody Forms
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Indefinitely
Change Authorization
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Change of Address Form
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Chart Conversion Logs
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
7 years
Chart Destruction Log
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
7 years
Ches Trainings, Inservices Workshops and Records
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Child/Family Intake From Inpatient Hospitalization
Category:
Clinical Records
Remarks:
Administrative Policy
Retention Type:
2 - Current
Retained On-Site:
4 Years
Children's Medical Services Case Records (Chdp/Ccs)
Category:
Clinical Records
Remarks:
Title 17, §2890, 2902, 2903, 2906 and 2890, of California Administrative Code,
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
1 Year
Retained Off-Site:
5 years
Chronologies
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Chronology Bureau Chief Hearing
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Chronology Director's Hearing
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Citation to Appear
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Citations to Appear
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
City Clinic Policy and Procedures Manual
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
Current plus 2 years
City Clinic Quality Assurance Minutes
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
Current plus 2 years
Claim For Refund
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Claim For Refund
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Claim For Refunds, Non-Employee Claims, and Other Claims
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
3 yrs
Retained Off-Site:
2 yrs
Client Clinical Record
Category:
Clinical Records
Remarks:
Clinical Services Manual Policy-DPH
Retention Type:
2 - Current
Retained On-Site:
7 years
Client Clinical Record Chart Order
Category:
Clinical Records
Remarks:
Medicare Conditions of Participation and Title 22, Division 5, Chapter 6, California Licensing Regulations, State Health & Safety Code
Retention Type:
2 - Current
Retained On-Site:
7 years
Client Home Folder
Category:
Clinical Records
Remarks:
Medicare Conditions of Participation and Title 22, Division 5, Chapter 6, California Licensing Regulations, State Health & Safety Code
Retention Type:
2 - Current
Retained On-Site:
Until discharge, then consolidate in office client record
Client Payment Transmittal
Category:
Administrative Records
Remarks:
Department. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
7 yrs
Client Registration Form
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
7 yrs
Client Registration Log
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
7 yrs
Client Satisfaction Survey
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
2 Years
Client Satisfaction Survey
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yrs
Clinical Advisory Committee (Inc. Agendas, Minutes, and Other Materials)
Category:
Administrative Records
Remarks:
Government Code Section 26202
Retention Type:
2 - Current
Retained On-Site:
7 Years
Clinical Records
Category:
Clinical Records
Remarks:
22 CCR §51009Combined Treatment Standards for Alcohol & Drug Program, 1992 Drug Medi-Cal Certification Standards for substance Abuse Clinics III.J.2.Title 42, §2.1 through 2.67-1 Federal Regulations, §11834.13, 11834.14(d) Health and Safety Code. Title 22, §80080(f) and 87570(d)
Retention Type:
2 - Current
Retained On-Site:
Clinical records shall be retained not less than four (4) years from the date the record is officially closedMedi-Cal participant records must be kept at least seven (7) years from the date of last discharge or visit, and at least one (1) year past a minor's 18th birthday
Cma Accreditation Requirements
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
4 yers
Cmhs Billing Slips (All Providers)
Category:
Administrative Records
Remarks:
Department. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
7 yrs
Cmhs Monitoring Report Findings
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
3 years
Committee Minutes
Category:
Administrative Records
Remarks:
Administrative decision
Retention Type:
2 - Current
Retained On-Site:
3 years
Communicable Disease Reports to State and Local Health Departments
Category:
Public Health Records Reportable
Remarks:
22 Cal. Code Regs. S70735. Retention period unspecified
Retention Type:
1 - Permanent
Communication Book
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
2 years
Comp Time Sheets
Category:
Administrative Records
Remarks:
Labor Code 1174(d)Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Comp-Time/Holiday Records
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
2 years
Complaint Form
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Complaint Log
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Complaint Referral (City Planning)
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Complaints
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Completed Statement Form (Sfpd)
Category:
Public Health Records Reportable
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
2 Years
Compliance Documents
Category:
Administrative Records
Remarks:
Legal Counsel
Retention Type:
2 - Current
Retained On-Site:
3
Consent For Flu Vaccine
Category:
Clinical Records
Remarks:
22 CCR §7075l, 757311, 75005
Retention Type:
2 - Current
Retained On-Site:
7 years
Consent For Hep B Vaccine
Category:
Clinical Records
Remarks:
22 CCR §7075l, 757311, 75005
Retention Type:
2 - Current
Retained On-Site:
7 years
Consent Forms - For Photo Use
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Continuing Education Credits/Training Attendance
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Continuous Quality Improvement Records
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Contract Development/Working Papers
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
Life of Contract plus 2 years
Contract Support Documents
Category:
Administrative Records
Remarks:
Legal Counsel
Retention Type:
2 - Current
Retained On-Site:
Life of Contract plus 5 years
Contract Working Drafts
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
Until Contract is Certified
Contracts
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
Term of Contract + 5 Years
Contracts - Personal and Payroll
Category:
Administrative Records
Remarks:
Title X FP
Retention Type:
2 - Current
Retained On-Site:
3 Years
Contractual, Contract Documents
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
Life of Contract plus 2 years
Retained Off-Site:
4 Years
Controlled Drug Form
Category:
Clinical Records
Remarks:
Administrative Policy
Retention Type:
2 - Current
Retained On-Site:
3 Years
Correspondence
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
Current plus 2 years
Correspondence
Category:
Administrative Records
Remarks:
Administrative decision
Retention Type:
2 - Current
Retained On-Site:
10 years
Correspondence
Category:
Administrative Records
Remarks:
Title X FP
Retention Type:
2 - Current
Retained On-Site:
3 Years
Correspondence
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
1 Year
Correspondence - City Attorney Office
Category:
Administrative Records
Remarks:
Confidential
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Correspondence - Dph
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
7 Years
Correspondence - In/Out, Misc.
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
3 yrs
Retained Off-Site:
2 yrs
Correspondence - Other Non-Ems and Non-Dph Stakeholders
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
7 Years
Correspondence/Subpoenas
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
7 years
Credentialing
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Crisis Bed Referral Form and Service Plan
Category:
Clinical Records
Remarks:
Administrative Policy
Retention Type:
2 - Current
Retained On-Site:
5 Years
Critical Incident Reporting:Clinical/Non-Clinical
Category:
Public Health Records Reportable
Remarks:
Administrative Decision
Retention Type:
1 - Permanent, 3 - Storage
Retained On-Site:
7 Years
Retained Off-Site:
Indefinitely
Daily Check Log
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Daily Deposit Slip
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Daily Deposit Slips
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Daily Report Forms
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Daily Report Forms
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Indefinitely
Daily Report Sheets
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
7 years
Day Care Immunization Survey
Category:
Administrative Records
Remarks:
Administrative decision
Retention Type:
2 - Current
Retained On-Site:
10 years
Death Logs
Category:
Clinical Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Delinquent Accounts
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Demographics
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
2 years
Denial of Access/Detrimental Effect On Relationship (Minor)
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
7 yrs
Denial of Rights/Seclusion and Restraint Quarterly Report
Category:
Public Health Records Reportable
Remarks:
State Mandate
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Dental Referral Log (To Be Kept By Dds)
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
1 year
Department's Authorized Signatories
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Departmental Appeal Board/Hcfa Worksheet
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
3 Years
Disaster Committee Minutes
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
Current plus 2 years
Disaster Registry Program Database
Category:
Administrative Records
Remarks:
Confidential
Retention Type:
2 - Current
Retained On-Site:
7 Years
Disaster Registry Program Information and Application Forms
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
2 Years
Disaster Registry Program Task Force (Inc. Agendas, Minutes, and Other Materials)
Category:
Administrative Records
Remarks:
Government Code Section 26202
Retention Type:
2 - Current
Retained On-Site:
7 Years
Disaster Training Materials and Records
Category:
Administrative Records
Remarks:
Department Policy
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Disclaimers
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Disease Report
Category:
Public Health Records Reportable
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
10 years
Dispatch Center Site Review Results
Category:
Administrative Records
Remarks:
H&SC Section 1797.220
Retention Type:
2 - Current
Retained On-Site:
7 Years
Diversion Statistics
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
7 Years
Dms Emergency Response Record
Category:
Public Health Records Reportable
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
2 Years
Dms Formulary Change Form
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
3 yrs
Documentation of Health Plan's Denial of Coverage
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
4 Yrs
Dph Annual Reports
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Dph Emergency Operations Plan
Category:
Administrative Records
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Dph Health Initiatives
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
5 years, then storage
Dph Labor Force Statistics: Annual Labor Force Review of Department's Labor Force By Race and Gender (Eeo-4 & DFEH-Ocp-002)
Category:
Administrative Records
Remarks:
1964 Title VII of the Civil Rights Act, as amended and California Fair Employment and Housing Act
Retention Type:
2 - Current
Retained On-Site:
1 yr.
Retained Off-Site:
5-10 yrs
Duplicate Chart Log
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
7 years
Eeo Complaint Log: Record of Complaints of Discrimination Filed Against Dph. Categories of Log Include: Complainant Name, Work Location, Respondent, Basis and Specific Charges, Date Complaint Filed, Disposition of Investigation and Staff Person Assigned.
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
2 yrs
Retained Off-Site:
5-10 yrs
Eeo Investigation File: Record and Documents of Complaint Investigation. Includes: Intake Notes, Witnesses and Department's Response, and Any Other Relevant Documentation and Notes.
Category:
Administrative Records
Remarks:
1 yr. per 1964 Title VII of the Civil Rights Act, as amended and California Fair Employment and Housing Act. 2+ yrs per administrative decision.
Retention Type:
2 - Current
Retained On-Site:
2 yrs
Retained Off-Site:
5-10 yrs
Eeo Training: Attendance Log - Record of Employees Who Attend EEO Training.
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
5 Years
Retained Off-Site:
Indefinitely
Eh Program, Roster
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Electronic Copies of Birth Certificates
Category:
Public Health Records Reportable
Remarks:
Code §6350 et. Seq. Health & Safety §26205.5
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Electronic Rvct Health Records
Category:
Public Health Records Reportable
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Employee Conference Forms
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Indefinitely
Employee Files
Category:
Administrative Records
Remarks:
Confidential
Retention Type:
2 - Current
Retained On-Site:
5 Years after termination of employment
Employee Licenses
Category:
Administrative Records
Remarks:
Administrative decision
Retention Type:
2 - Current
Retained On-Site:
Current expiration
Employee Pay Records File
Category:
Administrative Records
Remarks:
San Francisco Administrative Code
Retention Type:
1 - Permanent
Retained On-Site:
5 Years
Retained Off-Site:
Indefinitely
Employee Personnel
Category:
Administrative Records
Remarks:
Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll checks, time cards & related documents.
Retention Type:
2 - Current
Retained On-Site:
2 years after separation
Employee Records Skills Updates Continuing Education
Category:
Administrative Records
Remarks:
Title 22Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll checks, time cards & related documents.
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Employee Records
Category:
Administrative Records
Remarks:
Tittle 22
Division:
Retention Type:
1 - Permanent
Employee Records
Category:
Administrative Records
Remarks:
Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll checks, time cards & related documents.
Retention Type:
2 - Current
Retained On-Site:
2 years after separation
Employee Records
Category:
Administrative Records
Remarks:
Title 22 and Administrative decisionSecure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll checks, time cards & related documents.
Retention Type:
2 - Current, 3 - Storage
Retained Off-Site:
3 years post termination
Employee Records
Category:
Administrative Records
Remarks:
County Policy
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Employee Records
Category:
Administrative Records
Remarks:
Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll checks, time cards & related documents.
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Employee Records (Include. Performance Appraisals, Education. Records, Infectious Disease Screening Data, Annual Physical Exam Record
Category:
Administrative Records
Remarks:
Medicare Conditions of Participation and Title 22, CA. Health & Safety Code
Retention Type:
2 - Current
Retained On-Site:
5 years
Employee Records Including Performance Appraisals, Skills Update, Continuing Education Records
Category:
Administrative Records
Remarks:
Title 22, Primary care or community health clinic regulations, maintained by DPH PersonnelSecure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll checks, time cards & related documents.
Retention Type:
1 - Permanent
Retained Off-Site:
Indefinitely
Employee Timesheets
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 Years
Employee Training Records
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
5 Years
Employment History Summary
Category:
Administrative Records
Retention Type:
1 - Permanent
Retained On-Site:
5 Years
Retained Off-Site:
Indefinitely
Ems Fund Correspondence
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
7 Years
Ems Provider Site Review Results
Category:
Administrative Records
Remarks:
H&SC Section 1797.220
Retention Type:
2 - Current
Retained On-Site:
7 Years
Ems Related Media Articles - News Clipping
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
2 Years
Ems Section Annual Reports
Category:
Administrative Records
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Ems Section Annual Reports
Category:
Administrative Records
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Ems Stakeholder Correspondence - Ambulances
Category:
Administrative Records
Remarks:
Government Code Section 26202
Retention Type:
2 - Current
Retained On-Site:
7 Years
Ems Stakeholder Correspondence - Communications Department
Category:
Administrative Records
Remarks:
Government Code Section 26202
Retention Type:
2 - Current
Retained On-Site:
7 Years
Ems Stakeholder Correspondence - Emsa
Category:
Administrative Records
Remarks:
Government Code Section 26202
Retention Type:
2 - Current
Retained On-Site:
7 Years
Ems Stakeholder Correspondence - Fire Departments
Category:
Administrative Records
Remarks:
Government Code Section 26202
Retention Type:
2 - Current
Retained On-Site:
7 Years
Ems Stakeholder Correspondence - Hospitals
Category:
Administrative Records
Remarks:
Government Code Section 26202
Retention Type:
2 - Current
Retained On-Site:
7 Years
Ems Stakeholder Correspondence - Other
Category:
Administrative Records
Remarks:
2 years following implementation of policy or protocol.
Retention Type:
2 - Current
Retained On-Site:
7 Years
Ems Stakeholder Correspondence - Prehospital Training Programs
Category:
Administrative Records
Remarks:
Government Code Section 26202
Retention Type:
2 - Current
Retained On-Site:
7 Years
Ems System Past Policies and Protocols
Category:
Administrative Records
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Ems System Pilot Projects
Category:
Administrative Records
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Ems System Plan
Category:
Administrative Records
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Ems System Policy and Procedure Manual
Category:
Administrative Records
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Ems System Policy and Procedure Manual and Protocol Manual Public Comments
Category:
Administrative Records
Remarks:
2 years following implementation of policy or protocol.
Retention Type:
2 - Current
Retained On-Site:
2 years following implementation of policy or protocol.
Ems System Protocol Manual
Category:
Administrative Records
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Ems System Research Studies
Category:
Administrative Records
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Emt-1 Certification Files
Category:
Administrative Records
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Enteric Disease Report
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Establishment Inventory Form
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Evaluation Form
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Evaluations
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
2 Years
Executive Budget Committee Agendas
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
Current Year
Facility Bill
Category:
Administrative Records
Remarks:
Department. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
7 yrs
Famrs060 Labor Distribution By Organization and Index Code
Category:
Administrative Records
Remarks:
Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll checks
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
3 years
Federal Cash Reimbursement & Federal Cash Management Report
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
5 yrs
Retained Off-Site:
2 yrs
Federal Disposal Site Application
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Indefinitely
Fee Schedules, Patient Rates, Fee Tags, Other Rates and Fee Documents
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
3 yrs
Retained Off-Site:
2 yrs
Fica/Sdi Problem Description Forms
Category:
Administrative Records
Remarks:
Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll.
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Field Expense Report
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Field Screening Forms
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
File On Hold Slip
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
File Search Records
Category:
Administrative Records
Remarks:
None
Retention Type:
2 - Current
Retained On-Site:
5 years
File Search Requests
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Files
Category:
Administrative Records
Remarks:
Title X FP
Retention Type:
2 - Current
Retained On-Site:
3 Years
Files - Information
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
1 Year
Fiscal Correspondence - Budgets and Expenditure Reports
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
Current Year + 2 Years
Fiscal Correspondence - Purchasing Records
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
Current Year + 2 Years
Fiscal Records
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Floor Plans/Blueprints For Licenses Businesses
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
Discretionary
Flu Vaccine Request Form
Category:
Clinical Records
Remarks:
Legal Ret. Dept. Policy
Retention Type:
2 - Current
Retained On-Site:
1 Year
Food Borne Illness Information
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Food Borne Illness Inter Office Memo
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Food Borne Illness Report
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Indefinitely
Food Inspection Report
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Food Referral (City Planning)
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Indefinitely
Former Employees File (A Folder of Original or Photocopied Employment History Form)
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
0 years
Retained Off-Site:
Indefinitely
Forms Order
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
1 Year
Garbage Liens/Payments
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
3 yrs
Retained Off-Site:
2 yrs
Gay Health Services Certification: Record of Employee Course Work, Job Experience, Passing of Oral Exam, Program Manager's Request and Justification For Special Working Condition.
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
5 Years
Retained Off-Site:
Indefinitely
General Ledger
Category:
Administrative Records
Remarks:
Medicare Cond. of Participation
Retention Type:
2 - Current
Retained On-Site:
Current Year
Geriatric Servicesinpatient Referral Form
Category:
Clinical Records
Remarks:
Administrative Policy
Retention Type:
2 - Current
Retained On-Site:
4 Years
Good Cause Certification Submit Medicare
Category:
Administrative Records
Remarks:
Department. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
7 yrs
Grant Application
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
2 Years then Storage
Retained Off-Site:
Indefinitely
Grant Applications
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years, then storage
Grant Applications and Reports
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
Term of grant + 5 Years
Grant Awards, Budget Spreadsheets, Files, Cost Reports, & Other
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
5 yrs
Retained Off-Site:
2 yrs
Grant Related Documentation of Work
Category:
Administrative Records
Remarks:
Contract Regulations
Retention Type:
2 - Current
Retained On-Site:
5 years
Grant Reports
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 Years
Grant Reports
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Grievance Appeal/Incident Reports
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 Years
Grievance Form-(English/Spanish/Chinese)
Category:
Administrative Records
Remarks:
Department. Policy
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Guidelines For Information Sharing With Police
Category:
Public Health Records Reportable
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 Years
Hazardous Waste Biennial Reports
Category:
Administrative Records
Remarks:
T22CCR62262.40
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Indefinitely
Hazardous Waste Complaints
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Hazardous Waste Invoices
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Hazardous Waste Manifests
Category:
Administrative Records
Remarks:
T22CCR62262.40
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Indefinitely
Hazardous Waste Tax & Fee Payments
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Hazwaste Lab Analysis
Category:
Administrative Records
Remarks:
T22CCR62262.40
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Indefinitely
Health Code Violations
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
5 years (or until change of ownership)
Retained Off-Site:
Indefinitely
Health Commission Reports
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
2 years
Health Commission Reports, Revenue and Expenditure Wkshts, Resolutions and Ordinances
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
3 yrs
Retained Off-Site:
2 yrs
Health Education Literature
Category:
Administrative Records
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Health Education Reference Materials
Category:
Administrative Records
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Health Education Standards & Practices
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Hearing Calendar
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Hearing Decision Letters
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Hep B Case Management
Category:
Clinical Records
Remarks:
22 CCR §7075l, 757311, 75005
Retention Type:
2 - Current
Retained On-Site:
7 years
Hep B Registry
Category:
Clinical Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Hep C Registry
Category:
Clinical Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Hiring Plan Report, Labor Code Correction Forms
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
1 yr.
Retained Off-Site:
1 yr.
History Sheets (Will Be Removed 1 Yr. After Employee Passed Away)
Category:
Administrative Records
Retention Type:
1 - Permanent
Retained On-Site:
1 yr. after employee passed away
Retained Off-Site:
Indefinitely
Hmac Agendas
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Hmac Minutes
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Home Health Agency License
Category:
Administrative Records
Remarks:
Medicare Conditions of Participation and Title 22, CA. Health & Safety Code
Retention Type:
2 - Current
Retained On-Site:
Current Year
Hospital Data
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
7 Years
Hospital Site Review Results
Category:
Administrative Records
Remarks:
H&SC Section 1797.220
Retention Type:
2 - Current
Retained On-Site:
7 Years
Housing Application
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Housing Establishment Inventory Form
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Housing Inspection Report
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Inadequate Deposit Letter
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Individual Time Record
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
2 years
Information Pertaining to Suits AgainstCCSf, Dph, Fs
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
3 years
Informational Documents (Regs.)
Category:
Administrative Records
Remarks:
None
Retention Type:
2 - Current
Retained On-Site:
5 years
Informed Consent For Participation as A Research Subject
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
3 years
Initial Contact Card
Category:
Clinical Records
Remarks:
Administrative Policy
Retention Type:
2 - Current
Retained On-Site:
7 Years
Injuries Related Tocriminal Conduct/Reportingrequirement For Health Practitioners
Category:
Public Health Records Reportable
Remarks:
Penal Code §11160, et. Seq., as amended by Assembly Bill 1652
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Injury & Illness Records Which Include the Employers First Report of Occupational Injury, the OSHA 200 Log Supervisors Incident Investigation Report, Etc.
Category:
Administrative Records
Remarks:
8CCR1407Note: Often needed longer as worker's compensation claim may remain open for future medical treatment
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
6 Years
Retained Off-Site:
After 6 years
Injury and Illness Prevention Program Records
Category:
Administrative Records
Remarks:
8CCR3203Required for a minimum of 1 years, but should be retained for at leas 5 years
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
5 Years
Retained Off-Site:
After 5 years
Inmate Grievances (To Be Kept in Fs Admin. Offices, Nursing Maintains Record For 2 Years)
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
2 years
Inpatient Medical Records Including Pes and Imds
Category:
Clinical Records
Remarks:
22 CCR §70751, 75731, 75055 Administrative policy
Retention Type:
2 - Current
Retained On-Site:
Retained for period set by individual hospital policy, not less than 7 years
Inpatient Plant Checklist
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
4 yrs
Inquiries From D.A. (Family Support), Franchise Tax Board, Irs, Insurance, Edd (Unemployment/Sdi), Colonial, Subpoenas, Etc.
Category:
Administrative Records
Remarks:
Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll.
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Ins Form I-9 File Employment Eligibility Verification
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
3 years or one year after separation, whichever is longer
Inspection Reports
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Instrument Printouts
Category:
Administrative Records
Remarks:
CFR 493.1107
Retention Type:
2 - Current
Retained On-Site:
2 years
Interdepartmental Work Orders, Worksheets, and Files
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
3 yrs
Retained Off-Site:
4 yrs
Investigation Reports/Notice
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Indefinitely
Involuntary Detention Log
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
1 Year
Involuntary Patientadvisement
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yrs
Justification and Recommendation For Conservatorship
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yrs
Kindergarten Immunization Survey
Category:
Administrative Records
Remarks:
Administrative decision
Retention Type:
2 - Current
Retained On-Site:
10 Years
Lab Inspection Reports
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Labor Distribution Report
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 yrs
Retained Off-Site:
3 yr.
Laboratory License
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Laboratory Test Records
Category:
Public Health Records Reportable
Remarks:
CFR 493.1107
Retention Type:
2 - Current
Retained On-Site:
2 years
Laboratory/X-Ray Logs
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
1 year
Laundry Inspection Report
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Laws, and City Charter, Admin. Code, Rules, Regulations, Policies & Procedures On Contracts
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
2
Lead Exposure Assessment Data
Category:
Administrative Records
Remarks:
8CCR5216
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
5 Years
Retained Off-Site:
After 5 years
Lead Medical Removal Records
Category:
Administrative Records
Remarks:
8CCR5216
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
5 Years
Retained Off-Site:
After 5 years
Lease Documents
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
Term of lease + 5 Years
Leave Request
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
2 years
Legislative Analyses
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years, then storage
Letter Notifying Parties/Court of Intention to Raise Objections to Disclosure
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
7 yrs
Letter to Attorney -Notification of Need For Court Order
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yrs
List of Contracts
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
2
List of Flu Swab Recipients
Category:
Administrative Records
Remarks:
Administrative decision
Retention Type:
2 - Current
Retained On-Site:
Current year
List of Flu Vaccine Recipients
Category:
Administrative Records
Remarks:
Administrative decision
Retention Type:
2 - Current
Retained On-Site:
Current year
Lop Administration Info-Contract
Category:
Administrative Records
Remarks:
LOP Contract
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Indefinitely
Lop Invoices
Category:
Administrative Records
Remarks:
LOP Contract
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Indefinitely
Lop Purchasing
Category:
Administrative Records
Remarks:
LOP Contract
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Indefinitely
Lop Quarterly Reports
Category:
Administrative Records
Remarks:
LOP Contract
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Indefinitely
Lop Site-Specific Reports/Correspondence
Category:
Administrative Records
Remarks:
LOP Contract
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Indefinitely
Lop Staff - Related (Personal)
Category:
Administrative Records
Remarks:
City Attorney's Memo
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Indefinitely
Lop Staff Inspection Notes
Category:
Administrative Records
Remarks:
LOP Contract
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Indefinitely
Lop Staff Notebooks
Category:
Administrative Records
Remarks:
LOP Contract
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Indefinitely
Lop Staff Timesheets
Category:
Administrative Records
Remarks:
LOP Contract
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Indefinitely
Mail in - Mail Out
Category:
Administrative Records
Remarks:
None
Retention Type:
2 - Current
Retained On-Site:
5 years
Massage Establishment Inspection Report
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Master Card File - All Cases
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
Permanent until age 21
Master File Record
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Master Patient Index
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Material Safety Data Sheets
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
Duration of use or 30 years
Mayor Summit(S)
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years, then storage
Mcah Advisory Board Minutes and Records
Category:
Administrative Records
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Mcah State Contract Correspondence (Program Files, Plan, Etc.)
Category:
Administrative Records
Remarks:
State contract regulation
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
3 years
Mcah State Fiscal Files
Category:
Administrative Records
Remarks:
State contract regulation
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
3 years
Md Clinic List
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
3 year
Md, Rn, Np Licenses
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
Current plus 3 years
Medi-Cal Eligibility Form
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
4 yrs
Medical Credentialing Files
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
4 years
Medical Staff Applications Rejected
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
4 years
Medical Waste Facility Files
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Indefinitely
Medicare, All Other Insurance Bills and Claims
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
7 years
Medication and Supply Order Form
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
3 yrs
Meeting Minutes (Staff, State)
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
2 Years
Memo of Disposal Report (Condemnation)
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Memo to Disease Control
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Memorandums
Category:
Administrative Records
Remarks:
Title X FP
Retention Type:
2 - Current
Retained On-Site:
3 Years
Mental Health Facility 24 Hr-Care Daily Census Report
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yrs
Mental Health Provider Data Form-Cover Sheet
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
4 yrs
Metropolitan Medical Response System Biological Threat Response Plan
Category:
Administrative Records
Remarks:
Confidential
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Metropolitan Medical Response System Medical Treatment Protocols
Category:
Administrative Records
Remarks:
Confidential
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Metropolitan Medical Task Force Concept of Operations
Category:
Administrative Records
Remarks:
Confidential
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Microfiche (Provider Information)
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
4 Years
Micrographic Copies of Birth & Death Certificates
Category:
Public Health Records Reportable
Remarks:
Code §6350 et. Seq. Health & Safety §26205.5
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Retained Off-Site:
Indefinitely
Minutes of Dph Infection Control
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
2 years
Misc. Payroll Reference Documents
Category:
Administrative Records
Remarks:
Labor Code 1174(d)Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Monitoring Report Findings
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
1 Year
Monitoring Report Summary
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
3 years
Monitoring Report Summary
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
1 Year
Monitoring Report Summary Provider Administration
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
3 years
Monitoring Report Summary-Program Operation
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
3 years
Monthly Financial Indicator Reports
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
Current Year
Monthly Reporting Involuntary Detentions
Category:
Public Health Records Reportable
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Monthly Reports
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Morbidity and Mortality Files
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
MOUS
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Movement Tracking Form
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
4 yrs
Needs Assessments
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
3 years, then storage
Newcomer's Quarterly Data Reports
Category:
Administrative Records
Remarks:
Refugee Health Program Standard and Procedures Section V D.
Retention Type:
2 - Current
Retained On-Site:
4 years
Newspaper Notification-Billing
Category:
Administrative Records
Remarks:
LOP Contract
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Indefinitely
Notice Board Action
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Notice Garbage Service
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Notice Licensed Refuse
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Notice of Action Denial of Access to Medical Records
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
7 yrs
Notice of Action Termor Reduction of Services
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yrs
Notice of CertificatioNSF County
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yrs
Notice to Appear and Show Cause
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Indefinitely
Notice to Mental Health Providers of Necessity to Reviewing /Redacting Subpoenaed Mental Health Record
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
7 yrs
Notices of Compliance
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Notification of Alternative to Review Mental Health Record
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
7 yrs
Notification of Provision of Summary Alternative
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
7 yrs
Notification That Minor Patient's Right of Inspection Lies Elsewhere
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
7 yrs
Notification to Licensed Professional Named as Alternative to Review Medical Records
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
7 yrs
Notification to Patient of Denial of Access to Medical Records
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
7 yrs
Notification Toparent/Guardian Right to Inspection Lies Elsewhere
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
7 yrs
Nurses Managers Meeting Minutes
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
Current plus 1 years
Nursing Staff Meeting Minutes
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
2 years
Oath of Confidentiality (Staff)
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
7 yrs
Oath of Confidentiality For Research
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
7 yrs
Occupational Exposure and Exposure Assessment Records. This Includes Industrial Hygiene Data and May Include Material Safety Data Sheets If Used as Part of the Assessment. Definition Is Very Broad and Applies to Most Technical Reports and Correspondence Generated By OSH Where as Exposure Assessment Is Made. This Is A Majority of OUR Reports.
Category:
Administrative Records
Remarks:
8CCR3204
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
5 Years
Retained Off-Site:
After 5 Years
Occupational Medicine Records, Including First Aid Records
Category:
Administrative Records
Remarks:
8CCR3204
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
5 Years
Retained Off-Site:
After 5 Years
Office of the Day Log (Od)
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yrs
Official Correspondence--Information From State Office
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
3 Months
Official Record of Patient Denied Statutory Rights
Category:
Public Health Records Reportable
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
2 Years
Open Chart Log
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
7 years
Operations Advisory Committee Records (Inc. Agendas, Minutes, and Other Materials)
Category:
Administrative Records
Remarks:
Government Code Section 26202
Retention Type:
2 - Current
Retained On-Site:
7 Years
Order Vacation Sfpd
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Indefinitely
Ordinance Changes
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
Current Year
OSH Training
Category:
Administrative Records
Remarks:
8CCR3204
Retention Type:
2 - Current
Retained On-Site:
1 Year
OSHA Logs, Summaries and Forms
Category:
Administrative Records
Remarks:
29 CFR 1904 8 CCR 14307Confidential
Retention Type:
2 - Current
Retained On-Site:
5 Years
Outbreak Reports
Category:
Public Health Records Reportable
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
20 years
Outpatient Servicestime Report Form - Adult
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yrs
Outpatient Servicestime Report-Child
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yrs
Overtime Report
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Overtime Reports
Category:
Administrative Records
Remarks:
Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll.
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Packets
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
3 Years
Paramedic Accreditation
Category:
Administrative Records
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Parent Satisfaction Survey
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yrs
PARS
Category:
Administrative Records
Remarks:
Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll.
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Patient Advanced Directives
Category:
Clinical Records
Remarks:
DPH Clinical Services Manual Policy
Retention Type:
2 - Current
Retained On-Site:
7 years
Patient Clinical Records Including X-Rays Films (Persons 21 and Older)
Category:
Clinical Records
Remarks:
Title 22
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
2 years
Patient Clinical Records Including X-Rays Films or Reproduction (Persons 18 and Older)
Category:
Clinical Records
Remarks:
Administrative Manual Policy 3.10-7, Division of Mental Health, Substance Abuse and Forensic Services, 5-14-93; Title 22, Div. 5 §70751, 75731, 75055
Retention Type:
2 - Current
Retained On-Site:
7 years
Patient Clinical Records of Unemancipated Minors
Category:
Clinical Records
Remarks:
22 CCR §70751, 75731, 75055
Retention Type:
2 - Current
Retained On-Site:
7 years
Patient Clinical Records Retained For Research/Tracking
Category:
Clinical Records
Remarks:
22 CCR § 70751, 75731, 75055 UCSF affiliation agreement
Retention Type:
2 - Current
Retained On-Site:
7 years
Retained Off-Site:
UCSF
Patient Clinical Records, Including X-Rays Films (Children Under 21 Years)
Category:
Clinical Records
Remarks:
Title 22
Retention Type:
2 - Current
Retained On-Site:
10 years
Patient Records
Category:
Clinical Records
Remarks:
Title 22, §70751 CMA standard 504
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
3 Years
Retained Off-Site:
4 years
Patient's Consent to Disclosure of Medical Records and Waiver of Evidentiary Privileges
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
7 yrs
Patient's Rights Denials-Monthly Tally
Category:
Public Health Records Reportable
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
2 Years
Payroll Deduction Authorization/Cancellation Forms
Category:
Administrative Records
Remarks:
Labor Code 1174(d)Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll.
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Payroll Forms (Retirement/Health Services Processing)
Category:
Administrative Records
Remarks:
Labor Code 1174(d)Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll.
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Payroll/Overtime Records
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
2 years
PDF Problem Description Forms
Category:
Administrative Records
Remarks:
Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll.
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Pending Lists
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
30 days
Permit Procedure
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Permit to Operate
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Indefinitely
Permit to Operate
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
Permanent Record (or until change of ownership)
Permits
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Personal Calendars
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
2 Years
Personal Correspondence--Request For Vital Records
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
3 Months
Personnel Action Report
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 Years
Personnel Files
Category:
Administrative Records
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Personnel Records
Category:
Administrative Records
Remarks:
Administrative decision
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Personnel Records, Performance Appraisal, Etc.
Category:
Administrative Records
Remarks:
Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll checks, time cards & related documents.
Retention Type:
2 - Current
Retained On-Site:
Duration of employment + 5 years
Personnel Requisitions
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
1 yr.
Personnel Separation
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
5 calendar years from separation date
Personnel Transfer
Category:
Administrative Records
Remarks:
These Guidelines, adopted by the Civil Service Commission at its meeting of April 6, 1992, are effective on May 1, 1992:a) Charter §3.661 General Powers and Dutiesb) Civil Service Commission Rule 30 - Personnel Records.C) City Attorney's Opinion.
Retention Type:
2 - Current
Retained On-Site:
Records to recurring department within 5 working days of employee separation retain photocopy
Pet Shops and Veterinary Hospitals
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Petty Cash Reimbursement
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Phase D Bprep Reports
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 yrs
Phase D Reports
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
7 Years
Pigeon Nuisance
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Pm-160CHDP Med/Billings
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
3 Years
Poison Weeds
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Policies and Procedures Manual - Includes Bylaws, Organizational Charts, Job Descriptions, Services, Governance, Etc.
Category:
Administrative Records
Remarks:
Medicare Conditions of Participation and Title 22, CA. Health & Safety Code
Retention Type:
2 - Current
Retained On-Site:
Current Year
Policy and Procedures Standards
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
Life of Policy/Procedure + 5 Years
Policy Papers and Positions
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
3 years, then storage
Position Substitution/Reassignmentworksheets, Job Analysis Questionaire (Jaq), Personnel Classification Action and Misc. Files
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
3 yrs
Retained Off-Site:
2 yrs
Prehospital Care Data
Category:
Administrative Records
Remarks:
Title 22, CH4 Section 100171
Retention Type:
2 - Current
Retained On-Site:
7 Years
Prehospital Training Program Applications
Category:
Administrative Records
Remarks:
Title 22, CH4 Section 100171
Retention Type:
2 - Current
Retained On-Site:
7 Years
Prehospital Training Program Site Review Results
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
7 Years
Prescriptions-Mia Triplicate Ones and Regular Pads
Category:
Clinical Records
Remarks:
Legal Ret. Dept. Policy
Retention Type:
2 - Current
Retained On-Site:
3 Years
Project Reconciliation Worksheet & Project Files
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
3 yrs
Retained Off-Site:
4 yrs
Project Records, Reports
Category:
Administrative Records
Remarks:
Contract Regulations
Retention Type:
2 - Current
Retained On-Site:
1-5 years as required
Proof of Service Complaint
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Proof of Service Director of Public Health
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Prop. 65 Reports
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Indefinitely
Proposals in Response to An RFP
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
2
Provider Data Form
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
1 Year
Psychology Autopsyreport
Category:
Public Health Records Reportable
Remarks:
Administrative Decision
Retention Type:
1 - Permanent, 3 - Storage
Retained On-Site:
7 Years
Retained Off-Site:
Indefinitely
Public Access Defibrillation Physician List
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
7 Years
Public Access Defibrillation Program Information and Applications
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
2 Years
Public Access Defibrillation Site List
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
7 Years
Public Access Defibrillation Training Program List
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
7 Years
Public Record Requests
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
0 years
Qa Correspondence
Category:
Administrative Records
Remarks:
Confidential
Retention Type:
2 - Current
Retained On-Site:
7 Years
Quality Control Records
Category:
Administrative Records
Remarks:
CFR 493.1107
Retention Type:
2 - Current
Retained On-Site:
2 years
Quality Improvement Response Report
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
4 yrs
Quality Management Inpatient Reference Sheet
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
4 yrs
Quality Management Review Inpatient Notice of Concern
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
4 yrs
Quality Management Review Inpatient Quality Review
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
4 yrs
Quality Management Review Outpatient Notice of Concern
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
4 yrs
Quality Management Review Outpatient Quality Review
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
4 yrs
Quality Management Review Outpatient Reference Sheet
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
4 yrs
Quality Review Inpatient Chart Worksheet
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
4 yrs
Quality Review Outpatient Chart. Worksheet
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
4 yrs
Quarterly Credit Balance Reports
Category:
Administrative Records
Remarks:
Medicare Cond. of Participation
Retention Type:
2 - Current
Retained On-Site:
3 years
Quarterly Expenditure Reports
Category:
Administrative Records
Remarks:
Same as above
Retention Type:
2 - Current
Retained On-Site:
4 years
Quarterly Reports Performance Report
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
1 Year
Radiation License Information
Category:
Administrative Records
Remarks:
10CFR20L
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
3 Years
Retained Off-Site:
After 3 years
Recruitment & Selection Information and Documentation
Category:
Administrative Records
Remarks:
May be required by HR/EEO at the time Civil Service examination are given
Retention Type:
2 - Current
Recruitment Records: Dph's Affirmative Action Recruitment Plans/Classification, Recruitment Activities /Permanent and Provisional Selection Processes, Job Announcements, Applicant Resumes, Etc.
Category:
Administrative Records
Remarks:
1964 Title VII of the Civil Rights Act, amended, California Fair Employment and Housing Act, and DHR's practice to review selection process of City employees.
Retention Type:
2 - Current
Retained On-Site:
Current Year
References, Misc. Books, Manuals
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Referral - Garbage Receptacle
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Referral to City Attorney's Office
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Referral to DPW
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Referral to Fire Department
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Referral to Housing Division
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Referral to Plumbing Inspection
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Referral to Street Engineering
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Referral to Street Environmental Services
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Referral to Superintendent
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Referrals
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Refrigerator Check Sheet
Category:
Clinical Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
2 Years
Refrigerator Log
Category:
Administrative Records
Remarks:
Administrative decision
Retention Type:
2 - Current
Retained On-Site:
Sheet completed
Registered Bed Continued Stay Report Sheet
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
4 yrs
Regulations and Technical Information
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
As long as needed and current
Rejected Rn Applicants
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
3 years
Release From Hospital Ama
Category:
Public Health Records Reportable
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
4 Years
Report 10 (Payroll/Deduction Register) Microfiche
Category:
Administrative Records
Remarks:
Labor Code 1174(d)Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Report 936 (Time Roster Codes Report)
Category:
Administrative Records
Remarks:
Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll
Retention Type:
2 - Current
Retained On-Site:
1 year
Report 940 (Employee Tax Status Report)
Category:
Administrative Records
Remarks:
Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Report C121 (Timekeepers Ref. Report) Microfiche
Category:
Administrative Records
Remarks:
Labor Code 1174(d)Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Report of Suspected Adult/Elder Abuse
Category:
Public Health Records Reportable
Remarks:
CA W&I Code, Chapter 11, §15630 and 15633, SB1691 (Chapter 594 of 1994)
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Report of Verifiable Case of TB (Rvct)
Category:
Public Health Records Reportable
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Report to Superior Court Patient Requirement
Category:
Public Health Records Reportable
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
4 Years
Report to Tax Collector - License Division
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Reports Departmental
Category:
Administrative Records
Remarks:
Title X FP
Retention Type:
2 - Current
Retained On-Site:
3 Years
Reports of Unusual Occurrences
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
Current plus 2 years
Reports, Annual
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
3 years
Request Citation Da
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Request For Accessmedical Records
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
7 yrs
Request For Information Cover Letter
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
7 yrs
Request Log
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
7 yrs
Request Refuse Service and Results
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Request to Examine Records
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Request Warrant Arrest
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Indefinitely
Research Advisory Committee (Inc. Agendas, Minutes, and Other Materials)
Category:
Administrative Records
Remarks:
Government Code Section 26202
Retention Type:
2 - Current
Retained On-Site:
7 Years
Research Committee For the Division of Mental Health and Substance Abuse Minutes and Documents
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
5 yrs
Resolutions
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Resolved
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Indefinitely
Resolved Director's Hearing
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Indefinitely
Response to Request For Information
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
4 yrs
Retroactive Payments
Category:
Administrative Records
Remarks:
Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll.
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
RFP (Including Proposals in Response to the RFP)
Category:
Administrative Records
Remarks:
Legal Counsel
Retention Type:
2 - Current
Retained On-Site:
5
Rmp Work Plans
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 Years
Rmps
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Rules of Order
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Safety Equipment Provided to Individual
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
Indefinitely
Sample Order For Production of Mental Health Records
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
7 yrs
Sb12-Ems Reports
Category:
Administrative Records
Remarks:
H&SC Chapter 2.5
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Semi-Annual Narrative Progress Report
Category:
Administrative Records
Remarks:
Same as above
Retention Type:
2 - Current
Retained On-Site:
4 years
Semiannual Program Management Reports
Category:
Administrative Records
Remarks:
Grant Requirement
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Sf Dms Child/Adolescent and Referral/Request For Shadow Services
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yrs
Sf Mental Health Provider Ab3632/Non-Ab3632 Day Treatment Regulation Referral Form
Category:
Clinical Records
Remarks:
Administrative Policy
Retention Type:
2 - Current
Retained On-Site:
4 Years
SFGH Appointment Log
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
3 years
SFPD Delinquent License Fee
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
SFPD Delinquent License Fees Abated
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
SFPD No Permit to Operate
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Indefinitely
Site Specific Emergency Response Plan
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
2 Years
Site Survey Form
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
4 yrs
Skills Update
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
Current plus 3 years
Staff Dailies (Phn, Rn, Msw, Pt Ot, Hhaide)
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
Current Year
Staff Development Records
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
7 Years
Staff Information Form
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
5 yrs
Staff Licenses and Training Records
Category:
Administrative Records
Remarks:
Medicare Conditions of Paretic. & Title 22
Retention Type:
2 - Current
Retained On-Site:
3 years
Staff Licensure
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
2 years
Staff Schedules
Category:
Administrative Records
Remarks:
DPH Policy procedure No. 504 CMA Standard 504, Title 22 §70751C
Retention Type:
2 - Current
Retained On-Site:
5 years
Staff Worker's Compensation - Claim Files
Category:
Administrative Records
Remarks:
Confidential
Retention Type:
2 - Current
Retained On-Site:
3 Years after termination of employment
Staff Worker's Compensation - Claim Files(Involving Hazmat)
Category:
Administrative Records
Remarks:
Confidential
Retention Type:
2 - Current
Retained On-Site:
30 Years after termination of employment
State Funded Programs (Ccs, CHDP, Chip, Maintanence of Effort, County Health Expenditures, and Other Documents)
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
5 yrs
Retained Off-Site:
2 yrs
State Policy Letters
Category:
Administrative Records
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Statement Acknowledging Requirement to Report Suspected Physical Abuse of Elder/Adult
Category:
Public Health Records Reportable
Remarks:
CA W&I Code, Chapter 11, §15630 and 15633, SB1691 (Chapter 594 of 1994)
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Statistical Reports
Category:
Administrative Records
Remarks:
Title X FP
Retention Type:
2 - Current
Retained On-Site:
3 Years
Sterilizes Spore Tests and Temperature Graphs
Category:
Administrative Records
Remarks:
Title 22 and Administrative decision
Retention Type:
2 - Current
Retained On-Site:
3 years
Subject Matter Files
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
Current Year
Summary For Disease Week
Category:
Administrative Records
Remarks:
Administrative decision
Retention Type:
2 - Current
Retained On-Site:
20 years
Supervisor's File
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
Retained only as long as necessary, forwarded to Personnel file
Swimming Pool Operation
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Swimming Pool/Spa Inspection Report
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
System Configuration Files
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
7 Years
Tapes of Meetings
Category:
Administrative Records
Remarks:
Brown Act
Retention Type:
2 - Current
Retained On-Site:
30 Days
Tar Forms For Dms and Medi-Cal
Category:
Clinical Records
Remarks:
Administrative Policy
Retention Type:
2 - Current
Retained On-Site:
7 Years
Targeted Case Management (Tcm)/Medical Administrative Claims (Maa) Cost Report, Administrative Claims, Agreements, Claiming Plans, Time Surveys, Invoices, Billing Documents, & Other
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
5 yrs
Retained Off-Site:
2 yrs
Tattoo Establishment Report
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
TB Working Papers
Category:
Administrative Records
Remarks:
Administrative/archival significance
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Telephone Records
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
Keep as long as there is business utility
Time Reports
Category:
Administrative Records
Remarks:
Labor Code, Section 1174 (d)
Retention Type:
2 - Current
Retained On-Site:
2 Years
Time Roster
Category:
Administrative Records
Remarks:
Labor Code 1174(d)Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Timesheets
Category:
Administrative Records
Remarks:
Labor Code 1174(d)Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Topographic Maps of S.F.
Category:
Administrative Records
Remarks:
LOP Contract
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Indefinitely
Total of Pneumonia & Influenza Deaths
Category:
Administrative Records
Remarks:
Administrative decision
Retention Type:
2 - Current
Retained On-Site:
30 years
Total of Report Cases For Disease Week
Category:
Administrative Records
Remarks:
Administrative decision
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Transfer/Admission Screening Checklist
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
4 yrs
Trauma System Audit Committee (Inc. Agendas, Minutes, and Other Materials)
Category:
Administrative Records
Remarks:
Government Code Section 26202
Retention Type:
2 - Current
Retained On-Site:
7 Years
Trauma System Plan
Category:
Administrative Records
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Travel Authoriztations
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
2 years
Travel Request
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Treatment Profile For Child/Adolescent
Category:
Clinical Records
Remarks:
Administrative Policy
Retention Type:
2 - Current
Retained On-Site:
7 Years
Typhoid Carriers
Category:
Public Health Records Reportable
Remarks:
CAC 2628 (has been re-codified)
Retention Type:
2 - Current
Retained On-Site:
To clearing or death of carriers
Uniform Allowance
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Unusual Occurrence Reports
Category:
Administrative Records
Remarks:
Confidential
Retention Type:
2 - Current
Retained On-Site:
7 Years
Unusual Occurrence Reports
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
7 Years
UR Committee Minutes
Category:
Administrative Records
Remarks:
Legal Ret. Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
4 yrs
UST Closure Applications
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
UST Closure Reports
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
UST Notices of Completion
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
UST Permit Applications
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Vaccine Adverse Reaction Reports
Category:
Public Health Records Reportable
Retention Type:
2 - Current
Retained On-Site:
7 years
Vaccine Inventory
Category:
Administrative Records
Remarks:
Administrative decision
Retention Type:
2 - Current
Retained On-Site:
2 years
Various Health-Related Publications (Non-Dph)
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
5 years, then storage
Vehicle Inspection Report
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Vending Machine Report
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Vendors
Category:
Administrative Records
Remarks:
None
Retention Type:
2 - Current
Retained On-Site:
5 years
Voter Registration
Category:
Public Health Records Reportable
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
1 Year
W-2 File
Category:
Administrative Records
Remarks:
Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll.
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
W-4 Form
Category:
Administrative Records
Remarks:
Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Waste Reporting Forms
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Well Application
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Well Water Letter
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years
Word Processing/Bi-Lingual Approval Letters
Category:
Administrative Records
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Worker's Compensation Loss Control Reports and Specific Case Data
Category:
Administrative Records
Remarks:
Not legally mandated. Needed to manage on-going worker's compensation cases and provide management reports.
Retention Type:
2 - Current
Retained On-Site:
5 Years minimum
Workers Compensation
Category:
Administrative Records
Remarks:
Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Workers Compensation Employee Health
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Written Report Memo
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
5 years