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 Works (DPW)

http://sfpublicworks.org

Ratified on:2/14/2019 10:59:37 PM

Department Contact:

David A. Steinberg

415-554-6950

david.steinberg@sfdpw.org

Accident Reports
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
2 years
Account Receivable
Category:
Financial
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Continuous
Retained Off-Site:
2 years
Accounting Documents; Purchase Orders, Etc.
Category:
Financial
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
4 years
Retained Off-Site:
N/A
Addenda, Change Orders, As-Built Drawings
Category:
Architectural Services
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
1 year or after project close-out
Retained Off-Site:
Until building or project area is demolished
Additional Street Space
Category:
Permits
Remarks:
Departmental Policy
Retention Type:
1 - Permanent
Retained On-Site:
Until expired
Retained Off-Site:
5 years
Annual Budget: Requested & Approved Budgets
Category:
Budget
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
3 years
Annual Bureau Budget
Category:
Budget
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
5 years
Annual Reports
Category:
Reports/Records
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Permanent
Retained Off-Site:
N/A
Annual Reports
Category:
Reports
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
5 years
Annual, Quarterly, Monthly Status and Performance Reports
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
5 years
Architectural Product Literature
Category:
Administration
Remarks:
Individual project files are to contain the relevant product literature for the project for archive purposes
Retention Type:
2 - Current
Retained On-Site:
Until Superseded
Retained Off-Site:
N/A
As-Built Plans and Warranties
Category:
Contracts
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
1 year after project close-out
Retained Off-Site:
Permanent Record
Asneeded Contract Files
Category:
Contracts
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Up to Notice of Agreement
Retained Off-Site:
5 years
Asneeded Master Agreements
Category:
Agreements
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
3 years after expiration date
Retained Off-Site:
2 years
Asphalt Plant Production Costs
Category:
Financial
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
2 years
Assessment Legislation
Category:
Assessment
Remarks:
Departmental Policy
Retention Type:
1 - Permanent
Retained On-Site:
Retain one copy
Retained Off-Site:
N/A
Assessment Petitions
Category:
Assessments
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Completion of Assessment
Retained Off-Site:
N/A
Audio Tapes of Meetings
Category:
Meeting Records
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
N/A
Automatic Public Toilet Permit
Category:
Permits
Remarks:
Departmental Policy
Retention Type:
1 - Permanent
Retained On-Site:
Until contract ends
Retained Off-Site:
N/A
Awss: Awss Pipes; Cisterns; Etc.
Category:
Infrastructure
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Permanent
Background Investigation Reports, Results of Polygraph Exams
Category:
Personnel
Remarks:
PersonnelCriminal records25 yearsN/ADepartmental Policy
Retention Type:
2 - Current
Retained On-Site:
N/A
Retained Off-Site:
Departmental PolicyFinancial Management & Admin.: Personnel
Baseline
Category:
Budget
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
5 years
Baseline
Category:
Budget
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
5 years
Baseline
Category:
Budget
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
5 years
Billings
Category:
Reports
Remarks:
Departmental Policy
Retention Type:
3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
3 years
Billings
Category:
Reports
Remarks:
Departmental Policy
Retention Type:
3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
3 years
Boa Integrated Project Database
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
5 years after each project close-out
Retained Off-Site:
Electronically archive for Inactive Storage
Bprep Budgets Phase D (All Except 10 Most Current)
Category:
Budget
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained Off-Site:
Indefinitely
Bprep Budgets Phase D (Most Current 10 Years)
Category:
Budget
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
5 years
Brochures
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until superceded
Retained Off-Site:
N/A
Budget Line Item Explanation Phase D (Most Current 3 Years)
Category:
Budget
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
5 years
Budget Spread Sheets (Most Current 3 Years)
Category:
Budget
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
5 years
Build Codes and Regulations
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until Superseded
Retained Off-Site:
10 years after superseded, 1 copy
Bureau Annual Budget
Category:
Budget
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
N/A
Bureau Copies
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
N/A
Retained Off-Site:
N/A
Calendar (Director's)
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
N/A
Capital Improvement Program Requests and Appropriations
Category:
Facilities Management
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
Microfilm for Inactive Storage
Capital Improvements: Requested and Approved Gas Tax and General Fund Cip Project Lists and Data Sheets
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
5 years
Cash Receipts
Category:
Financial
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
6 months
Retained Off-Site:
2 years
Certifications, As-Needed Lists, Etc.
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
-
Retained Off-Site:
-
Certifications, Temp Exempt Lists
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
1 year
Certifications, Temp Exempt Lists
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
1 year
Certifications, Temp Exempt Lists
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
1 year
Certified Accounting Docs: Grant
Category:
Financial
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until final audit
Retained Off-Site:
5 years
Certified Accounting Docs: Nongrant Annual
Category:
Financial
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
2 years
Certified Accounting Docs: Nongrant Continuing
Category:
Financial
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
3 years after project completion
Retained Off-Site:
2 years
Change Orders, Addenda, Etc.
Category:
Contracts
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
1 year after project close-out
Retained Off-Site:
10 years
Citations For Cites and Warnings
Category:
Supporting Documents
Remarks:
Departmental Policy
Retention Type:
3 - Storage
Retained On-Site:
1 year
Retained Off-Site:
4 years
Cities and Warnings
Category:
Reports
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
3 years
Cities and Warnings
Category:
Reports
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
3 years
City Trees: Tree Management; Tree Inventory; Other Related Documents and Records.
Category:
Infrastructure
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Permanent
Claims Files
Category:
Reports/Records
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
7 years
Retained Off-Site:
N/A
Class Specifications
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until superceded
Retained Off-Site:
N/A
Clean Water Grant Rec.
Category:
Financial
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until billed final and all projects in the grant closed. (No Enc & no Exp at least 1 year.
Retained Off-Site:
5 years after closing audit.
Code Books & Permanent Library
Category:
Rules & Regulations
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Permanent
Retained Off-Site:
N/A
Complaint Related Correspondence
Category:
Permits and Applications
Remarks:
Departmental Policy
Retention Type:
3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
3 years
Complaint Related Correspondence
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
3 years
Completed Budgets
Category:
Budget
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
5 years
Completed Budgets
Category:
Budget
Remarks:
Departmental Policy
Retention Type:
3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
3 years
Completed Budgets
Category:
Budget
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
5 years
Completed Budgets
Category:
Budget
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
5 years
Computer Disks
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
1 year after project close-out
Retained Off-Site:
5 years
Conflict of Interest Statements
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
7 years
Retained Off-Site:
N/A
Construction Contractorcontract Management
Category:
Construction Management
Remarks:
Construction ManagementModification and Payments210 years after project close-out1 year or after project close-out10 years after project close-out
Retention Type:
2 - Current
Retained On-Site:
1 year or after project close-out
Retained Off-Site:
10 years after project close-outBureau of Architecture
Consultant Contract Management
Category:
Project Management
Remarks:
Architectural ServicesGeneral Programming & Planning2Offer drawing of value to Public Library before destroyingAfter Project close-out10 years after project close-out
Retention Type:
2 - Current
Retained On-Site:
After project close-out
Retained Off-Site:
10 years after project close-outBureau of Architecture
Contract Documents: Specifications; Special Provisions; Addenda.
Category:
Central Archives
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Permanent
Contract Folders(Construction)
Category:
Contracts
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Up to final acceptance
Retained Off-Site:
5 years
Contract Folders(Professional Services)
Category:
Contracts
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Up to final acceptance
Retained Off-Site:
5 years
Contract Insurance Manual
Category:
Contracts
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until Superseded
Retained Off-Site:
N/A
Contract Plan Index: Master Index Catalog of Files Electronically Archived For the Bureau
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Permanent
Contract Plans
Category:
Contracts
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Up to NTP
Retained Off-Site:
At Least 20 Years (BCM Contract Prep Maintains Archives)
Contract Plans: Tracings; As-Build Drawings.
Category:
Central Archives
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Permanent
Contract Specification
Category:
Contracts
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Up to NTP
Retained Off-Site:
At Least 20 Years (BCM Contract Prep Maintains Archives)
Cost Control Reports: BOE Project Cost Control Reports and Related Data
Category:
Projects
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until superseded by most current report
Cost Estimating Books and Updates
Category:
Contracts
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until Superseded
Retained Off-Site:
N/A
Csc Copies
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
N/A
Retained Off-Site:
N/A
Csc Rules
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until superceded
Retained Off-Site:
N/A
Csc Seniority Roster
Category:
Reports
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
N/A
Retained Off-Site:
N/A
Csc Weekly Report
Category:
Reports
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
N/A
Retained Off-Site:
N/A
Culcop Minutes & Agenda
Category:
Meeting Records
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 yrs
Cwp Financial Statements
Category:
Financial
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
3 years. Since 19771978
Retained Off-Site:
2 years
Daily Overtime Report
Category:
Timeroll Hardcopy
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
4 years
Daily Overtime Report
Category:
Timeroll Hardcopy
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
4 years
Daily Overtime Report
Category:
Timeroll Hardcopy
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
4 years
Daily Timesheets, Overtime Sheets, Time-Off Requests
Category:
Timeroll Hardcopy
Remarks:
Departmental Policy
Retention Type:
3 - Storage
Retained On-Site:
1 year
Retained Off-Site:
4 years
Debris Box Permits
Category:
Permits
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Delivery Orders
Category:
Financial
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
2 years
Delivery Shipping Lists
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
5 years (Included in Contract Files)
Retained Off-Site:
5 years (Included in Contract Files)
Department Policy Book
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until superceded
Retained Off-Site:
N/A
Departmental Digest/Orders
Category:
Reports/Records
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Permanent
Retained Off-Site:
N/A
Directives
Category:
Purchasing
Remarks:
Departmental Policy
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Directives
Category:
Correspondence
Remarks:
Departmental Policy
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Directives
Category:
Correspondence
Remarks:
Departmental Policy
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Directives
Category:
Purchasing
Remarks:
Departmental Policy
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Directives
Category:
Purchasing
Remarks:
Departmental Policy
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Directives
Category:
Correspondence
Remarks:
Departmental Policy
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Directives, Instructions
Category:
Purchasing
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
-
Retained Off-Site:
-
Directives/Instructions
Category:
Correspondence
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
-
Retained Off-Site:
-
Director's Numbered Letters
Category:
Correspondence
Remarks:
Departmental Policy
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Director's Numbered Letters
Category:
Correspondence
Remarks:
Departmental Policy
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Director's Numbered Letters
Category:
Correspondence
Remarks:
Departmental Policy
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Discrimination & Harassment Complaints, Investigations & Resolutions
Category:
Personnel
Remarks:
PersonnelGrievances25 yearsN/ADepartmental Policy
Retention Type:
2 - Current
Retained On-Site:
N/A
Retained Off-Site:
Departmental PolicyFinancial Management & Admin.: Personnel
Division Quarterly and Annual Reports
Category:
Reports
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 yrs
Dmv Pin Pull Reports
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
6 months
Retained Off-Site:
N/A
Driver License Survey
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until separated
Retained Off-Site:
5 years
Duplicates of Memo, Letter, Computer Printout & Etc.
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
N/A
Retained Off-Site:
N/A
Electrical: Electrical Engineering Studies, Analyses, Design Calculations.
Category:
Technical References
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Discard when no longer useful for reference
Eligible Lists
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
N/A
Retained Off-Site:
N/A
Emails
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
N/A
Retained Off-Site:
N/A
Emergency Call-In Log
Category:
ID Work Activity
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 years
Emergency Call-In Log
Category:
ID Work Activity
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 years
Emergency Call-In Log
Category:
ID Work Activity
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 years
Employee Information
Category:
Personnel
Remarks:
PersonnelPerformance & training docs.2Until separated5 yearsDepartmental Policy
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
Departmental PolicyFinancial Management & Admin.: Personnel
Employee Personnel Folders
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until separated
Retained Off-Site:
5 years
Employment History
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until separated
Retained Off-Site:
Permanent
Encroachment Permits
Category:
Permits
Remarks:
Departmental Policy
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Retained Off-Site:
N/A
Engineers Report
Category:
Reports
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Completion of Assessment
Retained Off-Site:
N/A
Equipment Sign-Out Sheets
Category:
Equipment
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
1 year
Equipment Sign-Out Sheets
Category:
Equipment
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
1 year
Equipment Sign-Out Sheets
Category:
Equipment
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
1 year
Estimates
Category:
ID Work Activity
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
5 years
Estimates
Category:
ID Work Activity
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
5 years
Estimates
Category:
ID Work Activity
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
5 years
Facility Inventory and Facility Condition Reports
Category:
Facilities Management
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until Superseded
Retained Off-Site:
N/A
Facility Planning Reports, Master Plans, Bond Program Proposals
Category:
Facilities Management
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
5 years or, if actively underway, after implementation is completed
Retained Off-Site:
20 years
Facility, Furniture & Vehicle Inventory
Category:
Equipment
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until Superseded
Retained Off-Site:
N/A
Famis Reports
Category:
Financial
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
3 years
Field Notes and Survey Records
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
1 year after project close-out
Retained Off-Site:
Permanent Record
Financial Documents
Category:
Financial
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
1 years
Retained Off-Site:
N/A
Financing Documents (Payment Records)
Category:
Financial
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
1 year after project close-out
Retained Off-Site:
10 years
Forecasts; Advertising Schedule, Workload and Staffing Forecast
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
5 years
Foremans Requisitions
Category:
Financial
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
2 years
Forms
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until superceded or no longer in use
Retained Off-Site:
N/A
Forms
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until superceded
Retained Off-Site:
N/A
Fps Biweekly Reports
Category:
Reports
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
N/A
Retained Off-Site:
N/A
Fps Reports
Category:
Financial
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
3 years
Gas, Oil Repts/Auto Equip Repair Repts
Category:
Equipment
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
2 years
General
Category:
Correspondence
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
3 years
General
Category:
Correspondence
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
3 years
General
Category:
Correspondence
Remarks:
Departmental Policy
Retention Type:
3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
3 years
General
Category:
Correspondence
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
3 years
General Bureau Correspondence
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
5 years
General Correspondence
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
1 years
Retained Off-Site:
N/A
General Correspondence File
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
5 years
General Correspondence: Letters, Memos, Etc.
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
4 years
Retained Off-Site:
N/A
General Design
Category:
Architectural Services
Remarks:
Architectural ServicesConstruction Drawings, Specifications2Offer to Public Library History Room before destroying1 year or after project close-outUntil building or project area is demolishedDepartmental Policy
Retention Type:
2 - Current
Retained On-Site:
After Project close-out
Retained Off-Site:
10 years after project close-outBureau of Architecture
General Employment History Records
Category:
Personnel
Remarks:
PersonnelRecords of corrective action2Until separated5 yearsDepartmental Policy
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
Departmental PolicyFinancial Management & Admin.: Personnel
General Provisions
Category:
Contracts
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until Superseded
Retained Off-Site:
Store 20 years
Health Education: Attendance Sheets and Curriculums
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
N/A
HRC M/Wbe Directory
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until Superseded (Now available on HRC website.
Retained Off-Site:
N/A
Incoming Correspondence: All Correspondence Received By Section and Filed in Chronological Order
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 years
Indirect Cost Plan & Roll Forward Calculations (All Except 10 Most Current)
Category:
Budget
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained Off-Site:
Indefinitely
Indirect Cost Plan & Roll Forward Calculations (Most Current 10 Years)
Category:
Financial
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
Indefinitely
Industrial Hygiene Reports and Lab Results
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
5+ years
Retained Off-Site:
70 years
Ins Form I9 File
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
N/A
Retained Off-Site:
N/A
Inspection and Testing Reports
Category:
Construction Management
Remarks:
Construction ManagementClose-out Documents/Warranties210 years after project close-out1 year or after project close-out10 years after project close-out
Retention Type:
2 - Current
Retained On-Site:
1 year or after project close-out
Retained Off-Site:
10 years after project close-outBureau of Architecture
Inspection Reports
Category:
Inspections
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until completed
Retained Off-Site:
5 years
Instructions
Category:
Purchasing
Remarks:
Departmental Policy
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Instructions
Category:
Budget
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
-
Retained Off-Site:
-
Instructions
Category:
Budget
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
1 year
Instructions
Category:
Correspondence
Remarks:
Departmental Policy
Retention Type:
2 - Current
Instructions
Category:
Purchasing
Remarks:
Departmental Policy
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Instructions
Category:
Correspondence
Remarks:
Departmental Policy
Retention Type:
2 - Current
Instructions
Category:
Budget
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
1 year
Instructions
Category:
Purchasing
Remarks:
Departmental Policy
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Instructions
Category:
Correspondence
Remarks:
Departmental Policy
Retention Type:
2 - Current
Instructions
Category:
Budget
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
1 year
Intent to Lien
Category:
Liens
Remarks:
Departmental Policy
Retention Type:
3 - Storage
Retained On-Site:
Until abated
Retained Off-Site:
1 year
Interviews, Test Results, Etc.
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
-
Retained Off-Site:
-
Job Announcements
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
N/A
Retained Off-Site:
N/A
Job Folders
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
N/A
Retained Off-Site:
N/A
Job Order and Tpa Logs
Category:
Purchasing
Remarks:
Departmental Policy
Retention Type:
3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
-
Job Order and Tpa Logs
Category:
Budget
Remarks:
Departmental Policy
Retention Type:
3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
-
Job Order File: Project File For Each Job Order, Including Job Order and Modifications, Correspondence, MOU, Etc.
Category:
Projects
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Transfer to inactive when JO closed.
Job Orders
Category:
Financial
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
3 years after J.O. is closed
Retained Off-Site:
2 years
Laborer/Truck Driver Sign-In Sheets
Category:
Timeroll Hardcopy
Remarks:
Departmental Policy
Retention Type:
3 - Storage
Retained On-Site:
1 year
Retained Off-Site:
4 years
Laborer/Truck Driver Sign-In Sheets
Category:
Timeroll Hardcopy
Remarks:
Departmental Policy
Retention Type:
3 - Storage
Retained On-Site:
1 year
Retained Off-Site:
4 years
Legal (Lawsuits, Etc.)
Category:
Correspondence
Remarks:
Departmental Policy
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Legal (Lawsuits, Etc.)
Category:
Correspondence
Remarks:
Departmental Policy
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Legal (Lawsuits, Etc.)
Category:
Correspondence
Remarks:
Departmental Policy
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Legal Action (Lawsuits, Etc.)
Category:
Correspondence
Remarks:
Departmental Policy
Retention Type:
3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
3 years
Lien-Ordinance
Category:
Liens
Remarks:
Departmental Policy
Retention Type:
3 - Storage
Retained On-Site:
Until abated
Retained Off-Site:
1 year
Litter Receptacles
Category:
Reports
Remarks:
Departmental Policy
Retention Type:
3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
3 years
Mapping Action Related Correspondence
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
3 - Storage
Retained On-Site:
See specific type of mapping action
Retained Off-Site:
See specific type of mapping action
Maps Records
Category:
Mapping
Remarks:
Departmental Policy
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Retained Off-Site:
N/A
Mechanical: Mechanical Engineering Studies, Analyses, Design Calculations.
Category:
Technical References
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Discard when no longer useful for reference
Medical Records
Category:
Personnel
Remarks:
PersonnelRecruitment files, including applications & resumes25 yearsN/ADepartmental Policy
Retention Type:
2 - Current
Retained On-Site:
N/A
Retained Off-Site:
Departmental PolicyFinancial Management & Admin.: Personnel
Meeting Agendas, Minutes
Category:
Meeting Records
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
4 years
Retained Off-Site:
N/A
Memorandum of Understanding
Category:
Agreements
Remarks:
Departmental Policy
Retention Type:
1 - Permanent
Retained On-Site:
Until superceded
Retained Off-Site:
N/A
Memos/Correspondence/Inspections/Testing Reports
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
1 year after project close-out
Retained Off-Site:
2 years
Milestone: Milestone Reports; Other Data Related to Milestone
Category:
Projects
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until superseded by most current report
Miscellaneous: Brochures, Newsletters, Catalogues, Magazines
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until superceded
Retained Off-Site:
N/A
Monthly Time Roll Amendments
Category:
Timeroll Hardcopy
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
4 years
Monthly Time Roll Amendments
Category:
Timeroll Hardcopy
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
4 years
Monthly Time Roll Amendments
Category:
Timeroll Hardcopy
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
4 years
News Rack Certificates
Category:
Permits
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Permanent
Retained Off-Site:
N/A
News Rack Violation Log
Category:
Reports/Records
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Permanent
Retained Off-Site:
N/A
Newsracks
Category:
Permits
Remarks:
Departmental Policy
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Retained Off-Site:
N/A
Noi/Lot
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 yrs
Noise
Category:
Permits
Remarks:
Departmental Policy
Retention Type:
3 - Storage
Retained On-Site:
Until expired
Retained Off-Site:
2 years
Notice of Violation
Category:
Citations
Remarks:
Departmental Policy
Retention Type:
3 - Storage
Retained On-Site:
Until abated
Retained Off-Site:
3 years
Notices For Cites and Warnings
Category:
Supporting Documents
Remarks:
Departmental Policy
Retention Type:
3 - Storage
Retained On-Site:
1 year
Retained Off-Site:
4 years
Notices of Certifications
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
N/A
Retained Off-Site:
N/A
Oath of Allegiance
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until separated
Retained Off-Site:
5 years
OEPF Transmittal Receipts
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until separated
Retained Off-Site:
5 years
Organization: Organization Charts
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until Superseded
OSHA 200/300 Log and Supporting Documentation
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
N/A
OSHA Logs
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
5 years
OSHA Logs
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
5 years
OSHA Logs
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
5 years
OSHA Logs
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
5 years
OSHA Logs
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
5 years
Others as Needed: Use Additional File Numbers For Any Other Administrative Files Needed By Section
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Sections discretion
Outgoing Correspondence: All Correspondence Originated in Section and Filed in Chronological Order
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 years
Overhead Midyear Review (All Except 10 Most Current)
Category:
Budget
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Indefinitely
Overhead Midyear Review (Most Current 10 Years)
Category:
Budget
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
5 years
PARS
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until separated
Retained Off-Site:
15 months
Payphone Permits
Category:
Permits
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until superceded
Retained Off-Site:
N/A
Payroll Records
Category:
Personnel
Remarks:
AdministrationAdministration Files2Destroyed after 5 years if there is no litigation or review by regulatory agency pending5 yearsN/ADepartmental Policy
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
Departmental PolicyFinancial Management & Admin.: Personnel
Payroll/Personnel Procedures Manual
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until superceded
Retained Off-Site:
N/A
Permit Related Correspondence
Category:
Permits and Applications
Remarks:
Departmental Policy
Retention Type:
3 - Storage
Retained On-Site:
See specific type of permit
Retained Off-Site:
See specific type of permit
Permit Related Correspondence
Category:
Permits
Remarks:
Departmental Policy
Retention Type:
3 - Storage
Retained On-Site:
See specific type of permit
Retained Off-Site:
See specific type of permit
Permits and Approvals
Category:
Architectural Services
Remarks:
FEMA/State & Federal grant funded projects must be retained min 3 yrs after final audit
Retention Type:
2 - Current
Retained On-Site:
After project-close-out
Retained Off-Site:
10 years after project close-out
Personal Service Contracts: RFP; Agreement; Appointment; Progress Payments; Modifications, Etc.
Category:
Projects
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Five years after termination of contract.
Personnel Policies & Procedures
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until superceded
Retained Off-Site:
N/A
Personnel Records
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
1 - Permanent
Retained On-Site:
-
Retained Off-Site:
-
Personnel Records
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Personnel Records
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Personnel Records
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Personnel Requisitions
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until canceled/ expired
Retained Off-Site:
N/A
Personnel: Memos and Requests For Personnel Actions
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 years
Phone Messages & Slips
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
N/A
Retained Off-Site:
N/A
Plans
Category:
Contracts
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
1 year after project close-out
Retained Off-Site:
Permanent Record
Policies & Directives: City, DPW, BOE, Division, Section Policies & Directives
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until Superseded
Policies & Procedures
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until Superseded
Retained Off-Site:
N/A
Policies & Procedures
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until Superseded
Retained Off-Site:
1 year after superseded
Political Signs
Category:
Reports
Remarks:
Departmental Policy
Retention Type:
3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
3 years
Pos, Requisitions, Tpas, Contracts, Etc.
Category:
Purchasing
Remarks:
Departmental Policy
Retention Type:
3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
-
Possible Claim Files
Category:
Claims
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
4 years
Procedures: Manual of BOE Procedures
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until Superseded
Product Literature and Catalogs
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until Superseded
Retained Off-Site:
N/A
Project File
Category:
Contracts
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
1 year after project close-out
Retained Off-Site:
10 years
Project Files: Grant
Category:
Financial
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until final audit
Retained Off-Site:
5 years
Project Files: Nongrant
Category:
Financial
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
3 years after project completion
Retained Off-Site:
2 years
Project Funding; Grants, Appropriations, Budgets
Category:
Project Management
Remarks:
FEMA/State & Federal grant funded projects must be retained min 3 yrs after final audit
Retention Type:
2 - Current
Retained On-Site:
After project close-out
Retained Off-Site:
10 years after project close-out
Project Schedules & Status Reports
Category:
Project Management
Remarks:
Project ManagementConsultant & Contractor Selection Process; RFQs/Bids210 years after project close-out1 year or after project close-out10 years after project close-out
Retention Type:
2 - Current
Retained On-Site:
1 year or after project close-out
Retained Off-Site:
10 years after project close-outBureau of Architecture
Public Service Kiosk Permit
Category:
Permits
Remarks:
Departmental Policy
Retention Type:
1 - Permanent
Retained On-Site:
Until contract ends
Retained Off-Site:
N/A
Public Works Code
Category:
Codes & Regulations
Remarks:
Departmental Policy
Retention Type:
1 - Permanent
Retained On-Site:
Until superceded
Retained Off-Site:
N/A
Public Works Orders/Regulations
Category:
Codes & Regulations
Remarks:
Departmental Policy
Retention Type:
1 - Permanent
Retained On-Site:
Until superceded
Retained Off-Site:
N/A
Purchase Orders, Contracts, Blanket Pos, Requisitions.
Category:
Purchasing
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
1year
Purchase Orders, Contracts, Blanket Pos, Requisitions.
Category:
Purchasing
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
1year
Purchase Orders, Contracts, Blanket Pos, Requisitions.
Category:
Purchasing
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
1year
Purchase Orders, Payment Requests, Etc.
Category:
Financial
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
N/A
Quarterly Mbe Reports
Category:
Reports
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
2 years
Receipts Processing Forms
Category:
Financial
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
2 years
Release of Lien
Category:
Liens
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until abated
Retained Off-Site:
1 year
Reports
Category:
Reports
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
N/A
Retained Off-Site:
N/A
Reports of Damage to City Property
Category:
Equipment
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
2 years
Requisitions, Justifications
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Requisitions, Justifications
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Requisitions, Justifications
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Requisitions, Justifications, Etc.
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
-
Revenue Plan Calculation & Support
Category:
Financial
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 years since 1977
Retained Off-Site:
5 years after Grant Audit
Revolving Fund Cancelled Checks
Category:
Financial
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
2 years
Road Structures: Bridges, Tunnels, Retaining Walls, Stairways, and Other City Owned Road Structures.
Category:
Infrastructure
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Permanent
Rules, Policies & Procedures
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until superceded
Retained Off-Site:
N/A
Safety Records
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
3 years
Safety Records
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
3 years
Safety Records
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
3 years
Safety Records
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
3 years
Safety Records
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
3 years
Sccc General Meeting Minutes/Agenda
Category:
Meeting Records
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 yrs
Sealed Documents
Category:
Personnel
Remarks:
PersonnelWorkers compensation records25 yearsN/ADepartmental Policy
Retention Type:
2 - Current
Retained On-Site:
N/A
Retained Off-Site:
Departmental PolicyFinancial Management & Admin.: Personnel
Senior Staff Meeting Notes
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
5 years
Service Requests
Category:
ID Work Activity
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 years
Service Requests
Category:
ID Work Activity
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 years
Service Requests
Category:
ID Work Activity
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 years
Shop Drawings, Approvals, Permits
Category:
Contracts
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
1 year after project close-out
Retained Off-Site:
10 years
Sidewalk Abatement Contract
Category:
Contracts
Remarks:
Departmental Policy
Retention Type:
3 - Storage
Retained On-Site:
Until completed
Retained Off-Site:
1 year
Soil: Soil Reports; Boring Records, Subsidence; Slope Protection.
Category:
Infrastructure
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Permanent
Specifications
Category:
Contracts
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
1 year after project close-out
Retained Off-Site:
10 years
Standard Specification
Category:
Contracts
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until Superseded
Retained Off-Site:
Store 20 years
Standards: Standard Plans.
Category:
Central Archives
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Permanent
Store Withdrawal Tags
Category:
Equipment
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
2 years
Street Cleaning
Category:
Codes & Ordinances
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
-
Retained Off-Site:
-
Street Excavation Permits
Category:
Permits
Remarks:
Departmental Policy
Retention Type:
3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
2 years
Street Improvement Permits
Category:
Permits
Remarks:
Departmental Policy
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Retained Off-Site:
N/A
Structural: Structural Studies, Analyses, Design Calculations.
Category:
Technical References
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Discard when no longer useful for reference
Subdivision Application Files
Category:
Subdivisions
Remarks:
Departmental Policy
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Subject Files For City Attorney
Category:
Claims
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Permanent
Retained Off-Site:
N/A
Supervisors Daily Sheets
Category:
Timeroll Hardcopy
Remarks:
Departmental Policy
Retention Type:
3 - Storage
Retained On-Site:
1 year
Retained Off-Site:
4 years
Supplemental Appropriation Request (All Except Most Current 5 Years)
Category:
Financial
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained Off-Site:
Indefinitely
Supplemental Appropriation Request (Most Current 5 Years)
Category:
Financial
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
5 years
Survey and Other Maps
Category:
Surveys and Mapping
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
1 year after project close-out
Retained Off-Site:
Permanent Record
Suspended License Reports
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
6 months
Retained Off-Site:
N/A
Suspense (Tickler): Copies of All Correspondence Requiring Actions By Sections, or Where Action Is Requested By Section
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Discarded when action is complete
Tank Abandonment, Install/Removal
Category:
Permits
Remarks:
Departmental Policy
Retention Type:
1 - Permanent
Retained On-Site:
Indefinite
Retained Off-Site:
N/A
Telephone Messages, Notes
Category:
Administration
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
N/A
Retained Off-Site:
N/A
Telephone Usage
Category:
Reports
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
-
Temporary Occupancy Permits
Category:
Permits
Remarks:
Departmental Policy
Retention Type:
3 - Storage
Retained On-Site:
As long as use is active
Retained Off-Site:
2 years
Time Roll Amendments
Category:
Timeroll Hardcopy
Remarks:
Departmental Policy
Retention Type:
3 - Storage
Retained On-Site:
1 year
Retained Off-Site:
4 years
Training Records
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until Superseded
Retained Off-Site:
N/A
Training: Training Programs, Requests, Etc.
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 years
Transit Shelter Permits
Category:
Permits
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until contract ends
Retained Off-Site:
N/A
Tree Installation
Category:
Permits and Applications
Remarks:
Departmental Policy
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Underground Legislation
Category:
Undergrounding
Remarks:
Departmental Policy
Retention Type:
1 - Permanent
Retained On-Site:
Retain one copy
Retained Off-Site:
N/A
Underground Petitions(No Assessment) Rule 20A
Category:
Undergrounding
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Completion of Construction
Retained Off-Site:
N/A
Unfair Labor Practice Complaints or Contract Disputes
Category:
Personnel
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
N/A
Unsuccessful Bids
Category:
Contracts
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
Until Award
Retained Off-Site:
2 Years after Bid
Utility Condition Permits
Category:
Permits
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 yrs
Utility Excavation Five Year Plans
Category:
Reports
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 yrs
Utility Excavation Permits
Category:
Permits
Remarks:
Departmental Policy
Retention Type:
3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
8 years
Warning of Violation
Category:
Citations
Remarks:
Departmental Policy
Retention Type:
3 - Storage
Retained On-Site:
1 year
Retained Off-Site:
2 years
Weekly Reports
Category:
Reports
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
3 months
Retained Off-Site:
2 years
Weekly Timesheet Reports
Category:
Timeroll Hardcopy
Remarks:
Departmental Policy
Retention Type:
3 - Storage
Retained On-Site:
1 year
Retained Off-Site:
4 years
Work Orders
Category:
Financial
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
2 years
Work Orders
Category:
ID Work Activity
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
5 years
Work Orders
Category:
ID Work Activity
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
5 years
Work Orders
Category:
ID Work Activity
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
5 years
Work Report
Category:
Timeroll Hardcopy
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
4 years
Work Report
Category:
Timeroll Hardcopy
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
4 years
Work Report
Category:
Timeroll Hardcopy
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
4 years
Work Sheets, Etc.
Category:
Budget
Remarks:
Departmental Policy
Retention Type:
2 - Current
Retained On-Site:
-
Retained Off-Site:
-