You may submit a request for any of the following records in accordance with applicable public records laws. The departments have included a direct link to some of the records; if there is no link for the record you are seeking, and/or you would like to request additional information regarding that record, please contact the department or division directly using the contact information provided for that specific record.
Department Contact:
Accident-Injury Reports
Category:
Personnel
Remarks:
29 CFR 1904.6
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Administrative Records- Miscellaneous
Category:
General and Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
0 years
Agendas, Notices & Minutes of Commission Meetings
Category:
Commission
Division:
Retention Type:
1 - Permanent
Retained On-Site:
3 years
Retained Off-Site:
City Archives
Annual Reports
Category:
General and Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
0 years
Archival Files
Category:
Ccsf Archives
Remarks:
SF Admin Code 8.7
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
0 years
Audio/Video Recordings of Meetings of Policy Bodies
Category:
Commission
Remarks:
Admin Code ¤67.14
Division:
Retention Type:
1 - Permanent
Retained On-Site:
3 years
Retained Off-Site:
GovÕt Info. Center
Audit Reports
Category:
General and Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
0 years
Bank Reconciliation/ Statements
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
2 years
Blanket Documents
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
2 years
Blueprints
Category:
Capital Improvements
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
0 years
Books & Other Materials
Category:
Collection
Retention Type:
1 - Permantent, 2 - Current
Retained On-Site:
See Collection Maintenance Policy
Retained Off-Site:
0 years
Budget Documents
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
2 years
Calendar, Prop G
Category:
General and Administrative
Remarks:
Required by Admin. Code ¤67.29-5
Division:
Retention Type:
4 - No Retention Required
Retained On-Site:
2 years
Retained Off-Site:
0 years
Cash Receipts
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
2 years
Cash Reports
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
2 years
Chronological File
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Chronological Files
Category:
General and Administrative
Division:
Retention Type:
4 - No Retention Required
Retained On-Site:
2 years
Retained Off-Site:
0 years
Claims Against City (Library Copy)
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
0 years
Classification
Category:
Personnel
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
0 years
Comments & Suggestions Forms
Category:
General and Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Commission Correspondence
Category:
Commission
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
0 years
Conflict of Interests Form 700
Category:
General and Administrative
Remarks:
GovÕt Code 81009(e)
Division:
Retention Type:
2 - Current
Retained On-Site:
7 years
Retained Off-Site:
0 years
Conflict of Interest Form 700
Category:
Commission
Remarks:
GovÕt Code ¤ 81009 (e)
Division:
Retention Type:
2 - Current
Retained On-Site:
7 years
Retained Off-Site:
0 years
Contracts
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Correspondence From Other City Departments
Category:
General and Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
0 years
Correspondence, Miscellaneous
Category:
General and Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
0 years
Departmental
Category:
Card Catalog
Remarks:
In Depts & Branches
Retention Type:
2 - Current
Retained On-Site:
Until superceded
Retained Off-Site:
0 years
DHR Rules
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
Until superseded
Retained Off-Site:
0 years
Discrimination & Harassment Complaints
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
Lesser of 50 years or life of employee
Retained Off-Site:
0 years
Employee Expense Claims
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
2 years
Employee Handbook
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
Until superseded
Retained Off-Site:
0 years
Family Medical Leave Act Records
Category:
Personnel
Remarks:
3 year minimum Required by Fair Labor Standards Act ¤11 c
Division:
Retention Type:
2 - Current
Retained On-Site:
Lesser of 50 years or life of employee
Retained Off-Site:
0 years
Files, Memos & Reports
Category:
Capital Improvements
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Gift Files
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years after term
Retained Off-Site:
2 years
Grant Files
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years after term
Retained Off-Site:
2 years
Grant Resolutions/Files
Category:
General and Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
0 years
Grievance File & Log
Category:
Personnel
Remarks:
Unless employee has pending case
Division:
Retention Type:
2 - Current
Retained On-Site:
Current or 5 years after separation
Retained Off-Site:
0 years
INACtive Personnel Files
Category:
Personnel
Remarks:
Unless employee has pending case
Division:
Retention Type:
3 - Storage
Retained On-Site:
5 years after final separation
Retained Off-Site:
0 years
Indexes
Category:
Card Catalog
Remarks:
In Depts & Branches
Retention Type:
2 - Current
Retained On-Site:
Until superceded
Retained Off-Site:
0 years
Injury/Illness Prevention Plan
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
Until superseded
Retained Off-Site:
0 years
Job Announcements
Category:
Personnel
Remarks:
SFPL: Permanent; Others: until due date of application
Division:
Retention Type:
1 - Permantent, 2 - Current
Retained On-Site:
Permanent
Retained Off-Site:
0 years
Job Applications
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
0 years
Job Descriptions
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
Until superseded
Retained Off-Site:
0 years
Journal Entry Adjustments
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
2 years
Leave Request Track File
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
0 years
Legal Advice
Category:
General and Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Until superceded
Retained Off-Site:
0 years
Manuals
Category:
General and Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
Until superceded
Retained Off-Site:
0 years
Medical Files
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
Lesser of 50 years or life of employee
Retained Off-Site:
0 years
Misc. Subjects
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
10 years
Retained Off-Site:
0 years
MOU/SEIU Contract
Category:
Personnel
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Until superseded
Retained Off-Site:
0 years
Old Cards
Category:
Card Catalog
Remarks:
Contents in Brooks Hall
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Payment Documents/Invoices
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
2 years
Payroll Reports
Category:
Personnel
Remarks:
Secure permission from SFERS prior to destruction
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Performance Evaluation Tracking File
Category:
Personnel
Remarks:
Until employee separates
Division:
Retention Type:
2 - Current
Retained On-Site:
Current
Retained Off-Site:
0 years
Personnel Files
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
Lesser of 50 years or life of employee
Retained Off-Site:
0 years
Personnel Office Notes
Category:
Personnel
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
0 years
Personnel/DHR Forms
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
Until superseded
Retained Off-Site:
0 years
Petty Cash Records
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
2 years
Policies and Procedures
Category:
General and Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Until superceded
Retained Off-Site:
0 years
Policy Manual
Category:
Commission
Division:
Retention Type:
2 - Current
Retained On-Site:
Until superceded
Retained Off-Site:
0 years
Public Information Requests
Category:
General and Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Public Information Requests
Category:
Commission
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
0 years
Purchase Order Documents
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
2 years
Reassignment Requests
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
0 years
Reduced Work Schedule
Category:
Personnel
Remarks:
Until employee separates
Division:
Retention Type:
2 - Current
Retained On-Site:
Current
Retained Off-Site:
0 years
Request to Hire Pt Pages
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
0 years
Requests For Proposals (RFPs) & Requests For Qualifications (Rfqs); Responses to RFPs and RFQs
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
0 years
Resolutions
Category:
Commission
Division:
Retention Type:
1 - Permanent
Retained On-Site:
3 years
Retained Off-Site:
Archived
Resolutions/Ordinances
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
2 years
Retired Employees List
Category:
Personnel
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
0 years
RFP Scoring Records
Category:
Financial
Remarks:
Admin Code ¤67.24 (e)
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
0 years
Sfpl Policies/Regulations
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
Until superseded
Retained Off-Site:
0 years
Shelf Lists
Category:
Card Catalog
Remarks:
In Depts & Branches
Retention Type:
2 - Current
Retained On-Site:
Until superceded
Retained Off-Site:
0 years
Staff Badge List
Category:
Personnel
Remarks:
Until employee separates
Division:
Retention Type:
2 - Current
Retained On-Site:
Current
Retained Off-Site:
0 years
State & Federal Documents
Category:
Collection
Retention Type:
1 - Permantent, 2 - Current
Retained On-Site:
As required by govÕt guidelines
Retained Off-Site:
0 years
Statistical Information
Category:
General and Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Time Rosters
Category:
Personnel
Remarks:
Secure permission from SFERS prior to destruction
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Time Sheets
Category:
Personnel
Remarks:
Secure permission from SFERS prior to destruction
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Warrant Transmittal Forms
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
0 years
Worker's Compensation
Category:
Personnel
Remarks:
Title 8 Cal. Code of Regulations, Section 10102
Division:
Retention Type:
2 - Current
Retained On-Site:
Lesser of 50 years or life of employee
Retained Off-Site:
0 years