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:

Nikki Ivey

415-274-0660

nikki.ivey@sfgov.org

Accident/Injury Reports
Category:
Administrative
Remarks:
29 CFR 1904.6
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 YEARS
Retained Off-Site:
5 YEARS
Admin Files
Category:
Administrative
Remarks:
Department Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
CURRENT YEAR
Retained Off-Site:
N/A
Agendas, Notices & Minutes of Commission Meetings
Category:
Commission Records (TIDA)
Remarks:
Sunshine Ord. § 67.9
Division:
Retention Type:
1 - Permanent
Retained On-Site:
PERMANENT
Retained Off-Site:
N/A
Annual Reports
Category:
Administrative
Remarks:
Admin Code§8
Division:
Retention Type:
1 - Permanent
Retained On-Site:
5 YEARS
Retained Off-Site:
PERMANENT
Application, Boards
Category:
Commission Records - Personnel
Remarks:
Admin Code§8
Division:
Retention Type:
2 - Current
Retained On-Site:
ACTIVE 2YEARS
Retained Off-Site:
N/A
Appointment Processing
Category:
Commission Records - Personnel
Remarks:
Admin Code§8
Division:
Retention Type:
2 - Current
Retained On-Site:
ACTIVE 5 YEARS
Retained Off-Site:
N/A
Audio Tapes of Meetings (Open/Closed Sessions)
Category:
Commission Records - Legislative
Remarks:
Sunshine Ord. § 67.8-1
Division:
Retention Type:
1 - Permanent
Retained On-Site:
3YEARS
Retained Off-Site:
PERMANENT
Audit Reports
Category:
Administrative
Remarks:
Department Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
CURRENT YEAR
Retained Off-Site:
N/A
Bid Documents
Category:
Contract Records
Remarks:
Admin Code§8
Division:
Retention Type:
2 - Current
Retained On-Site:
2 YEARS
Retained Off-Site:
N/A
Budget Files
Category:
Financial - Budget
Remarks:
Admin Code§8
Division:
Retention Type:
1 - Permantent, 2 - Current
Retained On-Site:
2 FISCAL YEARS
Retained Off-Site:
N/A
By-Laws
Category:
Administrative
Remarks:
Admin Code§8
Division:
Retention Type:
1 - Permanent
Retained On-Site:
PERMANENT
Retained Off-Site:
N/A
Calendar, Dept. Head
Category:
Administrative
Remarks:
Admin Code§67.29-5
Division:
Retention Type:
2 - Current
Retained On-Site:
2 YEARS
Retained Off-Site:
N/A
Check Payments/Refunds
Category:
Financial
Remarks:
Admin Code§8
Division:
Retention Type:
2 - Current
Retained On-Site:
2 FISCAL YEARS
Retained Off-Site:
N/A
Civil Service Rules
Category:
Administrative
Remarks:
Admin Code§8
Division:
Retention Type:
2 - Current
Retained On-Site:
UNTIL SUPERSEDED
Retained Off-Site:
N/A
Commission Correspondence
Category:
Commission Records (TIDA)
Remarks:
Sunshine Ord. § 67.2
Division:
Retention Type:
2 - Current
Retained On-Site:
2 YEARS
Retained Off-Site:
N/A
Commission Files
Category:
Commission Records (TIDA)
Remarks:
Sunshine Ord. § 67.2
Division:
Retention Type:
1 - Permanent
Retained On-Site:
PERMANENT
Retained Off-Site:
N/A
Conflict of Interest - Form 700 (Filing Officer Reports)
Category:
Administrative
Remarks:
Admin Code§8
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 YEARS
Retained Off-Site:
5 YEARS
Contracts
Category:
Contract/Grants
Remarks:
Admin Code§8
Division:
Retention Type:
2 - Current
Retained On-Site:
TERM OF AGREEMENT + 4 YEARS
Retained Off-Site:
N/A
Contracts/Agreements
Category:
Contracts/Grants/Project Records
Remarks:
Admin Code§8
Division:
Retention Type:
2 - Current
Retained On-Site:
UNTIL PROJECT COMPLETION
Retained Off-Site:
N/A
Contracts/Agreements/General MOU's/Modifications
Category:
Contract Records
Remarks:
Admin Code§8
Division:
Retention Type:
2 - Current
Retained On-Site:
2 YEARS AFTER LIFE OF AGREEMENT
Retained Off-Site:
N/A
Draft Contracts
Category:
Contracts
Remarks:
Admin code Sec. 67.24 (a) (2)
Division:
Retention Type:
2 - Current
Retained On-Site:
UNTIL APPROVED
Retained Off-Site:
N/A
Emergency Plans
Category:
Administrative
Remarks:
Admin Code§8
Division:
Retention Type:
2 - Current
Retained On-Site:
2 YEARS/UNITL SUPERSEDED
Retained Off-Site:
N/A
Employment Applications/Resumes
Category:
Administrative
Remarks:
Admin Code§8
Division:
Retention Type:
4 - No Retention Required
Retained On-Site:
2 YEARS
Retained Off-Site:
N/A
Encumbrance Payment Request (Famis)
Category:
Financial
Remarks:
Admin Code§8
Division:
Retention Type:
2 - Current
Retained On-Site:
5 YEARS
Retained Off-Site:
N/A
Environmental Impact Reports
Category:
Administrative
Remarks:
Admin Code§8
Division:
Retention Type:
1 - Permanent
Retained On-Site:
PERMANENT
Retained Off-Site:
N/A
Exchanged Drafts of Agreements
Category:
Contracts/Grants/Project Records
Remarks:
Admin Code§8
Division:
Retention Type:
1 - Permantent, 2 - Current
Retained On-Site:
2 YEARS
Retained Off-Site:
N/A
Family Medical Leave Act Records
Category:
Administrative
Remarks:
3 YEAR MIN. REQUIRED BY FAIR LABOR STD. ACT
Division:
Retention Type:
2 - Current
Retained On-Site:
3 FISCAL YEARS
Retained Off-Site:
N/A
General Correspondences - Misc.
Category:
Correspondences
Remarks:
Department Policy
Division:
Retention Type:
4 - No Retention Required
Retained On-Site:
N/A
Retained Off-Site:
N/A
Lease Files
Category:
Contracts/Grants/Project Records
Remarks:
Admin Code§8
Division:
Retention Type:
1 - Permantent, 2 - Current
Retained On-Site:
1 YEAR AFTER EXPIRATION
Retained Off-Site:
N/A
Lease Files
Category:
Lease
Remarks:
24 CFR 570.50624/92.50824/574.530/576.65
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 YEARS AFTER AGT./ CONTRACT EXP.
Retained Off-Site:
3 YEARS AFTER AGT./CONTRACT EXP.
Lease, Permit, Easement Agreements & Amendments & Files
Category:
Contract Records
Remarks:
Admin Code§8
Division:
Retention Type:
2 - Current
Retained On-Site:
1 YEAR AFTEREXPIRATION
Retained Off-Site:
N/A
Motions & Resolutions
Category:
Commission Records (TIDA)
Remarks:
Department Policy
Division:
Retention Type:
1 - Permanent
Retained On-Site:
PERMANENT
Retained Off-Site:
N/A
Office Expenditure Documents
Category:
Financial
Remarks:
Admin Code§8
Division:
Retention Type:
2 - Current
Retained On-Site:
2 FISCAL YEARS
Retained Off-Site:
N/A
Payables (Invoices/Vendors)
Category:
Financial
Remarks:
Admin Code§8
Division:
Retention Type:
2 - Current
Retained On-Site:
2 FISCAL YEARS
Retained Off-Site:
N/A
Payroll Reports/Timecards
Category:
Administrative
Remarks:
SECURE PERMISSION FROM SFRA
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 FISCAL YEARS
Retained Off-Site:
50 YEARS OR UNTIL DEATH
Personnel Files
Category:
Administrative
Remarks:
Admin Code§8
Division:
Retention Type:
2 - Current
Retained On-Site:
DURING EMP. TENURE + 5 YEARS
Retained Off-Site:
N/A
Policies/Procedures
Category:
Policies
Remarks:
Admin Code§8
Division:
Retention Type:
2 - Current
Retained On-Site:
2 YEARS/UNTIL SUPERSEDED
Retained Off-Site:
N/A
Project Status Reports
Category:
Administrative
Remarks:
Admin Code§8
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 YEARS
Retained Off-Site:
N/A
Purchase Orders (Copy)
Category:
Financial
Remarks:
Admin Code§8
Division:
Retention Type:
1 - Permantent, 2 - Current
Retained On-Site:
2 FISCAL YEARS
Retained Off-Site:
N/A
Receipts/Deposits
Category:
Financial
Remarks:
24 CFR 570.50624/92.50824/574.530/576.65
Division:
Retention Type:
1 - Permanent, 3 - Storage
Retained On-Site:
2 FISCAL YEARS
Retained Off-Site:
3 FISCAL YEARS
RFA, RFP, RFQ (S)
Category:
RFA, RFP, RFQ
Remarks:
Admin Code§8
Division:
Retention Type:
2 - Current
Retained On-Site:
2 YEARS OR OF NO CURRENT USE
Retained Off-Site:
N/A
Rules & Regulations
Category:
Commission Records (TIDA)
Remarks:
Sunshine Ord. § 67.2
Division:
Retention Type:
1 - Permanent
Retained On-Site:
PERMANENT
Retained Off-Site:
N/A
Rules of Order
Category:
Commission Records (TIDA)
Remarks:
Department Policy
Division:
Retention Type:
1 - Permanent
Retained On-Site:
PERMANENT
Retained Off-Site:
N/A
Settlement Agreements
Category:
Administrative
Remarks:
Admin Code§8
Division:
Retention Type:
1 - Permanent
Retained On-Site:
PERMANENT
Retained Off-Site:
N/A
Telephone Message Slips/Logs
Category:
Administrative
Remarks:
Department Policy
Division:
Retention Type:
4 - No Retention Required
Retained On-Site:
NONE
Retained Off-Site:
N/A
Tenant Billings
Category:
Financial - Budget
Remarks:
Admin Code§8
Division:
Retention Type:
1 - Permantent, 2 - Current
Retained On-Site:
2 YEARS TERM
Tenant Insurance Records
Category:
Administrative
Remarks:
Admin Code§8
Division:
Retention Type:
1 - Permanent
Retained On-Site:
PERMANENT
Retained Off-Site:
N/A
Travel & Reimbursement Records
Category:
Administrative
Remarks:
Admin Code§8
Division:
Retention Type:
2 - Current
Retained On-Site:
2 YEARS
Retained Off-Site:
N/A
Work Orders & Payments
Category:
Financial
Remarks:
Admin Code§8
Division:
Retention Type:
1 - Permantent, 2 - Current
Retained On-Site:
2 FISCAL YEARS
Retained Off-Site:
N/A
Worker's Compensation Records
Category:
Administrative
Remarks:
Admin Code§8
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
DURING EMP. TENURE + 5 YEARS
Retained Off-Site:
N/A