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.

Treasurer/Tax Collector

http://www.sfgov.org/tax/

Ratified on:11/27/2018 12:56:13 PM

Department Contact:

David Augustine

415-554-7601

david.augustine@sfgov.org

12B Waiver
Category:
Misc
Division:
Retention Type:
1 - Permanent
Retained On-Site:
FY + 5 yr
Retained Off-Site:
permanent
1599, 1059, 1050 Account Reports
Category:
Reports
Remarks:
Monthly spreadsheets
Division:
Retention Type:
2 - Current
Retained On-Site:
FY + 2 yr
Retained Off-Site:
0
1934 Street Improvement Bonds Register, Canceled Bonds, Coupons
Category:
Misc
Remarks:
CA S&H Code Sec. 8501-9481
Division:
Retention Type:
2 - Current
Retained On-Site:
5 yr after bond maturity
Retained Off-Site:
0 years
Abandoned Case File List
Category:
Taxes
Remarks:
Updated hard copies and electronic version
Division:
Retention Type:
1 - Permanent
Retained On-Site:
permanent
Retained Off-Site:
0
Abandoned Case Files
Category:
Taxes
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yr
Retained Off-Site:
0
Absent Heirs Files
Category:
Misc
Remarks:
inc. court order, FAMIS printouts, bank slips, correspondence, etc.
Division:
Retention Type:
2 - Current
Retained On-Site:
FY + 9 yr
Retained Off-Site:
0
Accident Injury Reports
Category:
Personnel
Remarks:
Follows OEPF
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
Lesser of 50 years or life of employee
Advance Notice of Prolonged No Pay Employee (Report C285)
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yr
Retained Off-Site:
0
Advice Transmittal - Regular Advices Issued (Report C170)
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yr
Retained Off-Site:
0
Affidavit For Refund
Category:
Taxes
Remarks:
destroyed immediately following retention period
Division:
Retention Type:
2 - Current
Retained On-Site:
3 yr
Retained Off-Site:
0
Annual Attendance Sheet
Category:
Personnel
Division:
Retention Type:
1 - Permanent
Retained On-Site:
permanent
Retained Off-Site:
0 years
Annual Business Registration Certificate Renewal
Category:
Taxes
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
FY + 1 yr
Retained Off-Site:
4 yr
Annual Report
Category:
Reports
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
0 years
Annual Report
Category:
Personnel
Remarks:
On site and at SF Public Library
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
Permanent
Annual Review
Category:
Reports
Retention Type:
2 - Current
Retained On-Site:
3 yr
Retained Off-Site:
0 years
Application For Business Registration Certificate
Category:
Taxes
Division:
Retention Type:
1 - Permanent
Retained On-Site:
permanent
Retained Off-Site:
0 years
Bank Files
Category:
Reports
Division:
Retention Type:
2 - Current
Retained On-Site:
FY + 2 yr
Retained Off-Site:
0
Bankruptcy Files
Category:
Taxes
Retention Type:
1 - Permanent
Retained On-Site:
2 yr after close
Retained Off-Site:
permanent
Batch Control Sheets
Category:
Reports
Division:
Retention Type:
2 - Current
Retained On-Site:
3 yr
Retained Off-Site:
0
Bearer Bond Coupons
Category:
Misc
Remarks:
destroyed by shredding; CA Govt Code Sec. 53921; CA S&H Code Sec. 8672; SF Admin Code Sec. 8.7
Division:
Retention Type:
4 - No Retention Required
Retained On-Site:
until verified
Retained Off-Site:
0
Blank Forms
Category:
Misc
Retention Type:
4 - No Retention Required
Retained On-Site:
Until outdated
Retained Off-Site:
0 years
Blanket Purchase Order
Category:
Misc
Division:
Retention Type:
1 - Permanent
Retained On-Site:
FY + 5 yr
Retained Off-Site:
permanent
Bond Official Documentation
Category:
Misc
Remarks:
CA Govt Code Sec. 53921; CA S&H Code Sec. 8672; SF Admin Code Sec. 8.7
Division:
Retention Type:
4 - No Retention Required
Retained On-Site:
until bond maturity
Retained Off-Site:
0 years
Brochures
Category:
Public
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yr after superseded (example copy)
Retained Off-Site:
0
Bts Printouts
Category:
Misc
Remarks:
BTS backed up by DTIS daily
Division:
Retention Type:
4 - No Retention Required
Retained On-Site:
while useful
Retained Off-Site:
0
Bureau of License Columnar Ledger Sheet
Category:
Reports
Remarks:
No longer produced
Division:
Retention Type:
2 - Current
Retained On-Site:
5 yr
Retained Off-Site:
0
Business & Payroll Taxes Audits
Category:
Taxes
Division:
Retention Type:
2 - Current
Retained On-Site:
FY + 5 yr
Retained Off-Site:
0
Business License Statements Excepting SFPD (Form L304) (Office Copy)
Category:
Taxes
Division:
Retention Type:
2 - Current
Retained On-Site:
5 yr
Retained Off-Site:
0
Business Receipts and Payroll Tax Statements (Ez and Long Forms)
Category:
Taxes
Remarks:
scanned/imaged permanently
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
FY + 1 yr
Retained Off-Site:
4 yr
Business Taxes Application Cards (Original)
Category:
Taxes
Division:
Retention Type:
1 - Permanent
Retained On-Site:
0 years
Retained Off-Site:
permanent
Cash Flow Analysis Spreadsheets
Category:
Reports
Remarks:
Electronic versions also archived
Division:
Retention Type:
2 - Current
Retained On-Site:
FY + 2 yr
Retained Off-Site:
0
Cash Register Receipts Printouts
Category:
Reports
Division:
Retention Type:
2 - Current
Retained On-Site:
3 yr
Retained Off-Site:
0
Cash Statement and Asset List
Category:
Reports
Remarks:
received from Bank of New York; CA R&T Code Sec. 4651.4
Division:
Retention Type:
2 - Current
Retained On-Site:
FY + 2 yr
Retained Off-Site:
0 years
Cash Tag Posting Sheet
Category:
Reports
Remarks:
Produced daily
Division:
Retention Type:
2 - Current
Retained On-Site:
FY + 2 yr
Retained Off-Site:
0
Cashier Batches
Category:
Taxes
Remarks:
scanned/imaged permanently
Division:
Retention Type:
2 - Current
Retained On-Site:
FY + 1 yr
Retained Off-Site:
4 yr
Cashier Journals
Category:
Reports
Division:
Retention Type:
2 - Current
Retained On-Site:
5 yr
Retained Off-Site:
0
Cashier Tags
Category:
Reports
Division:
Retention Type:
2 - Current
Retained On-Site:
FY + 2 yr
Retained Off-Site:
0
Cashier Worksheets
Category:
Reports
Division:
Retention Type:
2 - Current
Retained On-Site:
5 yr
Retained Off-Site:
0
Cashier's Daily Report (F2806-2M)
Category:
Reports
Retention Type:
2 - Current
Retained On-Site:
2 yr
Retained Off-Site:
0
Check Copies After 10/99
Category:
Taxes
Remarks:
Scanned/paper destroyed. Presently stored on Department network drive; plans exist to move to CD-ROM storage
Division:
Retention Type:
1 - Permanent
Retained On-Site:
permanent
Retained Off-Site:
permanent
Check Copies Before 10/99
Category:
Taxes
Remarks:
paper destroyed after transfer to microfiche
Division:
Retention Type:
1 - Permanent
Retained On-Site:
0 years
Retained Off-Site:
permanent
Check Tapes
Category:
Reports
Division:
Retention Type:
2 - Current
Retained On-Site:
3 yr
Retained Off-Site:
0
Closed Case File Summary of Liability and Closing Documents
Category:
Taxes
Remarks:
Following destruction of case file
Division:
Retention Type:
1 - Permanent
Retained On-Site:
permanent
Retained Off-Site:
0
Collected Closed Case Files
Category:
Taxes
Division:
Retention Type:
2 - Current
Retained On-Site:
3 yrs following closing
Retained Off-Site:
0
Collection Agency Reports
Category:
Taxes
Retention Type:
1 - Permanent
Retained On-Site:
3 yr
Retained Off-Site:
permanent
Complaints of Discrimination and Harassment
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
Close of case + 5 years
Retained Off-Site:
Lesser of 50 years or life of employee
Conflict of Interest (Form 700)
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
7 years
Retained Off-Site:
0 years
Contract Correspondence
Category:
Misc
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yr or life of agreement
Retained Off-Site:
0
Contract Payment Records
Category:
Misc
Division:
Retention Type:
2 - Current
Retained On-Site:
20 yr after term of agreement
Retained Off-Site:
0
Contracts/Agreements
Category:
Misc
Division:
Retention Type:
2 - Current
Retained On-Site:
20 yr after term of agreement
Retained Off-Site:
0
Cubs Printouts
Category:
Misc
Retention Type:
4 - No Retention Required
Retained On-Site:
while useful
Retained Off-Site:
0
Daily Batch Reports (Real Estate)
Category:
Reports
Remarks:
scanned/paper retained
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
4 yr + 60 days
Retained Off-Site:
3 yr
Daily Detail Reports
Category:
Reports
Remarks:
Printed daily from bank online systems
Division:
Retention Type:
2 - Current
Retained On-Site:
FY + 2 yr
Retained Off-Site:
0
Daily Diaries
Category:
Misc
Retention Type:
4 - No Retention Required
Retained On-Site:
While useful
Retained Off-Site:
0 years
Daily Registers
Category:
Reports
Division:
Retention Type:
2 - Current
Retained On-Site:
FY + 5 yr
Retained Off-Site:
0
Delinquent Tax Notices (Form 206)
Category:
Taxes
Division:
Retention Type:
2 - Current
Retained On-Site:
end of FY + 2 yr
Retained Off-Site:
0
Deposit Slip (Carbon Copy)
Category:
Reports
Remarks:
info in FAMIS
Division:
Retention Type:
2 - Current
Retained On-Site:
FY + 2 yr
Retained Off-Site:
0
Diaries Receipts Processing Fom
Category:
Reports
Remarks:
paper destroyed after transfer to microfiche
Division:
Retention Type:
1 - Permanent
Retained On-Site:
0 years
Retained Off-Site:
permanent
Dog License Receipts
Category:
Taxes
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yr
Retained Off-Site:
0
Draft Documents
Category:
Misc
Retention Type:
4 - No Retention Required
Retained On-Site:
While useful
Retained Off-Site:
0 years
Dtis Reports
Category:
Misc
Retention Type:
4 - No Retention Required
Retained On-Site:
1 month
Retained Off-Site:
0
Duplicate Copies
Category:
Misc
Retention Type:
4 - No Retention Required
Retained On-Site:
While useful
Retained Off-Site:
0 years
Ehs (Employment History Summary)
Category:
Personnel
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
0 years
Emergency Response Fee Statements
Category:
Taxes
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
10 yr
Retained Off-Site:
0
Employee Grievances
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
Close of case + 5 years
Retained Off-Site:
Lesser of 50 years or life of employee
Employee Information Form (Photocopy)
Category:
Personnel
Remarks:
original sent to DTIS for action
Retention Type:
2 - Current
Retained On-Site:
2 yr
Retained Off-Site:
0
Employee Master Listing (Report 911)
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yr
Retained Off-Site:
0 years
Employee Master Listing (Report 984)
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yr
Retained Off-Site:
0
Employee Payroll Information (Report 971)
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yr
Retained Off-Site:
0
Employee Tax Status Report (Report 940) (Printout)
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
4 pay periods
Retained Off-Site:
0
Employees Exceeding 39 Hours Sp Usage in Current Pay Period (Report 929)
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yr
Retained Off-Site:
0
Equal Employment Opportunity (Eeo) Plan
Category:
Personnel
Division:
Retention Type:
0 - Unspecified
Retained On-Site:
2 years
Retained Off-Site:
0 years
Ergonomic Training and Accommodation Records
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Escrow Files
Category:
Taxes
Retention Type:
1 - Permanent
Retained On-Site:
2 yr after close
Retained Off-Site:
permanent
Exchanged Drafts of Agreements
Category:
Misc
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yr
Retained Off-Site:
0
Family Medical Leave Act (Fmla)
Category:
Personnel
Remarks:
3 year minimum under Fair Labor Standards Act ยง11(c)
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
Lesser of 50 years or life of employee
Famis Printouts
Category:
Reports
Remarks:
FAMIS backed up daily by DTIS
Division:
Retention Type:
4 - No Retention Required
Retained On-Site:
while useful
Retained Off-Site:
0
Financial and Statistical Reports, Performance Assessments (Printouts)
Category:
Reports
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yr
Retained Off-Site:
0
Financial Reports
Category:
Reports
Remarks:
two copies of all official published docs. shall be sent to the SF Public Library (Admin Code Sec. 8.16
Division:
Retention Type:
1 - Permanent
Retained On-Site:
permanent
Retained Off-Site:
0
Hotel Tax Audits
Category:
Taxes
Division:
Retention Type:
2 - Current
Retained On-Site:
FY + 5 yr
Retained Off-Site:
0
Hotel Tax Statements
Category:
Taxes
Remarks:
scanned/imaged permanently
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
FY + 1 yr
Retained Off-Site:
4 yr
Incoming Monies From State Gov't Check & Remittance Advice Copies
Category:
Reports
Division:
Retention Type:
1 - Permanent
Retained On-Site:
permanent
Retained Off-Site:
0
Interest Income Spreadsheet
Category:
Reports
Remarks:
from Cashiering Section
Division:
Retention Type:
2 - Current
Retained On-Site:
FY + 2 yr
Retained Off-Site:
0
Inventory of Envelopes and Forms
Category:
Misc
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yr after revision
Retained Off-Site:
0
Investment Reports
Category:
Reports
Remarks:
Govt Code Sec. 53646. Copy submitted to SFPL (Admin Code Sec. 8.1); posted on Dept. website; 2nd and 4th quarter reports submitted to CDIAC (Govt. Code Sec. 53646)
Division:
Retention Type:
1 - Permanent
Retained On-Site:
permanent
Retained Off-Site:
0
Job Tickets/Orders
Category:
Misc
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yr
Retained Off-Site:
0
Lan Daily Backup Tapes
Category:
Backup
Remarks:
magnetic storage tapes
Retention Type:
4 - No Retention Required
Retained On-Site:
1 wk
Retained Off-Site:
0
Lan Monthly Backup Tapes
Category:
Backup
Remarks:
magnetic storage tapes
Retention Type:
3 - Storage
Retained On-Site:
0 years
Retained Off-Site:
2 yr
Lan Weekly Backup Tapes
Category:
Backup
Remarks:
magnetic storage tapes
Retention Type:
4 - No Retention Required
Retained On-Site:
4 wk
Retained Off-Site:
0
Legal Memoranda
Category:
Misc
Remarks:
if significant
Division:
Retention Type:
2 - Current
Retained On-Site:
Until superceded
Retained Off-Site:
0
Letters Sent
Category:
Taxes
Division:
Retention Type:
1 - Permanent
Retained On-Site:
permanent
Retained Off-Site:
0 years
Management Reports On Total Deposits
Category:
Reports
Remarks:
computer printouts; frequent usage
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yr
Retained Off-Site:
0
Medical Records
Category:
Personnel
Remarks:
Follows OEPF
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years after separation
Retained Off-Site:
Lesser of 50 years or life of employee
Moneymax System Data
Category:
Reports
Division:
Retention Type:
2 - Current
Retained On-Site:
FY + 2 yr
Retained Off-Site:
0
Moneymax System Reports
Category:
Reports
Division:
Retention Type:
2 - Current
Retained On-Site:
FY + 2 yr
Retained Off-Site:
0
Monthly Account Reports (Other)
Category:
Reports
Division:
Retention Type:
1 - Permanent
Retained On-Site:
permanent
Retained Off-Site:
0
Monthly Cicsp Printouts
Category:
Reports
Remarks:
electronic files archived by DTIS
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
4 yr + 60 days
Retained Off-Site:
2 yr
Monthly Control Sheets (Internal)
Category:
Reports
Retention Type:
1 - Permanent
Retained On-Site:
5 yr
Retained Off-Site:
permanent
Monthly Journals
Category:
Reports
Retention Type:
1 - Permanent
Retained On-Site:
5 yr
Retained Off-Site:
permanent
Monthly New Hire Report (Report 978)
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yr
Retained Off-Site:
0
Monthly Performance Reports
Category:
Reports
Retention Type:
1 - Permanent
Retained On-Site:
5 yr
Retained Off-Site:
permanent
Monthly Reconciliation Reports
Category:
Reports
Division:
Retention Type:
2 - Current
Retained On-Site:
4 yr
Retained Off-Site:
0 years
Monthly Reports to Controller
Category:
Reports
Retention Type:
1 - Permanent
Retained On-Site:
5 yr
Retained Off-Site:
permanent
Monthly Section/Unit Reports
Category:
Reports
Retention Type:
2 - Current
Retained On-Site:
3 yr
Retained Off-Site:
0 years
Notepads
Category:
Misc
Retention Type:
4 - No Retention Required
Retained On-Site:
While useful
Retained Off-Site:
0 years
NSF Checks Receiving Documents (Copy)
Category:
Reports
Remarks:
Checks forwarded to appropriate dept.
Division:
Retention Type:
2 - Current
Retained On-Site:
FY + 2 yr
Retained Off-Site:
0
OEPF Current Employee (Official Employee Personnel Folder)
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
During Employment
Retained Off-Site:
Lesser of 50 years or life of employee
OEPF INACtive Employee (Official Employee Personnel Folder)
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years after separation
Retained Off-Site:
Lesser of 50 years or life of employee
Original Invoices
Category:
Misc
Division:
Retention Type:
1 - Permanent
Retained On-Site:
FY + 5 yr
Retained Off-Site:
permanent
Other Transaction Documents
Category:
Misc
Division:
Retention Type:
1 - Permanent
Retained On-Site:
FY + 5 yr
Retained Off-Site:
permanent
Overtime/Holiday Ot Hours and Expenditures (Report 924)
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yr
Retained Off-Site:
0
Parking Tax Audits
Category:
Taxes
Division:
Retention Type:
2 - Current
Retained On-Site:
FY + 5 yr
Retained Off-Site:
0
Parking Tax Collection Bonds
Category:
Reports
Remarks:
received from parking lot operators
Division:
Retention Type:
2 - Current
Retained On-Site:
3 yr
Retained Off-Site:
0
Parking Tax Statements
Category:
Taxes
Remarks:
scanned/imaged permanently
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
FY + 1 yr
Retained Off-Site:
4 yr
Payment Histories For Business Licenses (Electronic)
Category:
Reports
Remarks:
Archived in Business License System
Division:
Retention Type:
2 - Current
Retained On-Site:
5 yr
Retained Off-Site:
0
Payment Voucher
Category:
Misc
Division:
Retention Type:
1 - Permanent
Retained On-Site:
FY + 5 yr
Retained Off-Site:
permanent
Payroll & Deduction Register (Form 10)
Category:
Personnel
Remarks:
Microfiche through 6/30/01; following date CD-ROM
Division:
Retention Type:
1 - Permanent
Retained On-Site:
permanent
Retained Off-Site:
0 years
Pending Case Files
Category:
Taxes
Division:
Retention Type:
2 - Current
Retained On-Site:
until closed
Retained Off-Site:
0
Performance Reports
Category:
Reports
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
0
Personal Files
Category:
Misc
Retention Type:
4 - No Retention Required
Retained On-Site:
While useful
Retained Off-Site:
0 years
Personal Notes and Memos
Category:
Misc
Retention Type:
4 - No Retention Required
Retained On-Site:
While useful
Retained Off-Site:
0 years
Personnel Action Request
Category:
Personnel
Division:
Retention Type:
1 - Permanent
Retained On-Site:
permanent
Retained Off-Site:
0 years
Phone Message Slips
Category:
Misc
Retention Type:
4 - No Retention Required
Retained On-Site:
While useful
Retained Off-Site:
0 years
Police Dept. Permits
Category:
Taxes
Remarks:
following retention period, returned to SFPD
Division:
Retention Type:
2 - Current
Retained On-Site:
2 mo
Retained Off-Site:
0
Port Lockbox Reports
Category:
Reports
Remarks:
inc. remittance advice, received checks, weekly & monthly reports
Division:
Retention Type:
2 - Current
Retained On-Site:
FY + 2 yr
Retained Off-Site:
0
Purchase Order
Category:
Misc
Division:
Retention Type:
1 - Permanent
Retained On-Site:
FY + 5 yr
Retained Off-Site:
permanent
Quarterly Reports to Board of Supervisors
Category:
Reports
Remarks:
two copies sent to SF Public Library (Admin Code Sec. 8.16)
Retention Type:
1 - Permanent
Retained On-Site:
5 yr
Retained Off-Site:
permanent
Receipts Processing Form (Cff-106)
Category:
Taxes
Division:
Retention Type:
2 - Current
Retained On-Site:
5 yr
Retained Off-Site:
0
Redemption Certificates (Form R201)
Category:
Taxes
Remarks:
CA R&T Code Sec. 4107
Division:
Retention Type:
2 - Current
Retained On-Site:
12 yr
Retained Off-Site:
0
Refunds (Paper Printouts)
Category:
Taxes
Remarks:
printouts from computer system
Division:
Retention Type:
2 - Current
Retained On-Site:
4 yr from date of process
Retained Off-Site:
0
Regulating Agencies Notification/Authorization
Category:
Taxes
Remarks:
Returned to authorizing dept. when license fee is paid
Division:
Retention Type:
2 - Current
Retained On-Site:
until fee is paid
Retained Off-Site:
0
Remitted Water Bills
Category:
Taxes
Remarks:
Scanned; paper bills destroyed after 2 mo
Division:
Retention Type:
1 - Permanent
Retained On-Site:
permanent
Retained Off-Site:
0 years
Rent Arbitration Refunds
Category:
Taxes
Division:
Retention Type:
2 - Current
Retained On-Site:
4 yr
Retained Off-Site:
0
Request For Abandonment or Compromise (Form 2850)
Category:
Reports
Retention Type:
1 - Permanent
Retained On-Site:
2 yr
Retained Off-Site:
permanent
Request For Accommodation Under ADA
Category:
Personnel
Remarks:
Follows OEPF
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
0 years
Request For Information
Category:
Misc
Retention Type:
2 - Current
Retained On-Site:
2 yr following completion
Retained Off-Site:
0
Request For Information Changes Form
Category:
Taxes
Retention Type:
2 - Current
Retained On-Site:
30 days
Retained Off-Site:
0
Requisition For Purchase Order/Invoices
Category:
Misc
Division:
Retention Type:
2 - Current
Retained On-Site:
5 yr
Retained Off-Site:
0
Revenue Posting
Category:
Reports
Remarks:
info in FAMIS
Division:
Retention Type:
2 - Current
Retained On-Site:
FY + 2 yr
Retained Off-Site:
0
Revolving Fund Files
Category:
Reports
Division:
Retention Type:
2 - Current
Retained On-Site:
FY + 2 yr
Retained Off-Site:
0
Revolving Fund Statements and Checks
Category:
Reports
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
FY + 4 yr
Retained Off-Site:
5 yr
RFP/Rfq Files
Category:
Misc
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yr following term of agreement
Retained Off-Site:
0
Roofer Tags Registration Fee Statements
Category:
Taxes
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
FY + 1 yr
Retained Off-Site:
4 yr
Salary Rate Change Report (Report C 301)
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yr
Retained Off-Site:
0
Secured and Secured Escaped Prop. Tax Forms (Forms R205 & R211) (Blank)
Category:
Misc
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yr from issue (one copy)
Retained Off-Site:
0
Secured and Supplemental Tax Rolls (Microfiche)
Category:
Taxes
Remarks:
Kept in vault; past 7 years have also been transferred to CD-ROM; CA Govt Code Sec. 26908; CA R&T Code Sec. 4109.5, 4377
Division:
Retention Type:
2 - Current
Retained On-Site:
12 yr
Retained Off-Site:
0
Semi-Annual Review
Category:
Reports
Retention Type:
2 - Current
Retained On-Site:
3 yr
Retained Off-Site:
0 years
Settlement Agreements
Category:
Taxes
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
0 years
Small Claims Files
Category:
Taxes
Remarks:
include copies of 3rd-party liens, letters from debtors, promissory notes, other documents
Retention Type:
1 - Permanent
Retained On-Site:
1 yr after closed or dismissed
Retained Off-Site:
permanent
Software Licensing, Instruction Manuals
Category:
Misc
Retention Type:
4 - No Retention Required
Retained On-Site:
while software is in use
Retained Off-Site:
0
Stadium Tax Statements
Category:
Taxes
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
FY + 1 yr
Retained Off-Site:
4 yr
Supplemental Secured and Unsecured Prop. Tax Forms (Forms R208 & R209) (Blank)
Category:
Misc
Remarks:
1 box 2500 forms
Division:
Retention Type:
2 - Current
Retained On-Site:
no time limit (1 box of each year)
Retained Off-Site:
0
Tax Collector Determinations
Category:
Public
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
0 years
Temporary Business Registration Certificate (Yellow Copy)
Category:
Taxes
Remarks:
image retained, hard copy destroyed
Retention Type:
2 - Current
Retained On-Site:
2 yr
Retained Off-Site:
0
Time Off Request Forms
Category:
Personnel
Remarks:
Unless prior approval is obtained from the SFERS Retirement Board, documents will not be destroyed
Division:
Retention Type:
2 - Current
Retained On-Site:
FY + 1 yr
Retained Off-Site:
0 years
Time Roster Codes (Report 936)
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yr
Retained Off-Site:
0
Time Rosters
Category:
Personnel
Remarks:
only previous to 12/98
Division:
Retention Type:
1 - Permanent
Retained On-Site:
permanent
Retained Off-Site:
permanent
Timekeepers Employee Reference Report (Report C121)
Category:
Personnel
Remarks:
Microfiche through 6/30/01; following date CD-ROM
Division:
Retention Type:
1 - Permanent
Retained On-Site:
permanent
Retained Off-Site:
0
Timesheets
Category:
Personnel
Remarks:
Unless prior approval is obtained from the SFERS Retirement Board, documents will not be destroyed
Division:
Retention Type:
2 - Current
Retained On-Site:
FY + 2 yr
Retained Off-Site:
0 years
Trade Confirmations
Category:
Reports
Division:
Retention Type:
2 - Current
Retained On-Site:
FY + 2 yr following maturity
Retained Off-Site:
0
Transfer of Delinquent Account (Form Tc 5M 2-85)
Category:
Reports
Retention Type:
1 - Permanent
Retained On-Site:
3 year
Retained Off-Site:
permanent
Transmittal Memo For Transferredfiles
Category:
Taxes
Remarks:
File returned to referring unit
Division:
Retention Type:
1 - Permanent
Retained On-Site:
permanent
Retained Off-Site:
0
Treas. Grp. Accts.: Account Reconciliation Spreadsheet
Category:
Reports
Division:
Retention Type:
2 - Current
Retained On-Site:
FY + 3 yr
Retained Off-Site:
0
Treas. Grp. Accts.: Bank Statements
Category:
Reports
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
FY + 4 yr
Retained Off-Site:
5 yr
Treas. Grp. Accts.: Daily Balance Projections
Category:
Reports
Division:
Retention Type:
2 - Current
Retained On-Site:
FY + 2 yr
Retained Off-Site:
0
Treas. Grp. Accts.: Expenditure and Revenue Folder
Category:
Reports
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
FY + 4 yr
Retained Off-Site:
5 yr
Treas. Grp. Accts.: Liquidation Report Printouts
Category:
Reports
Division:
Retention Type:
2 - Current
Retained On-Site:
FY + 2 yr
Retained Off-Site:
0
Treas. Grp. Accts.: Monthly Famis Posting Reports
Category:
Reports
Division:
Retention Type:
2 - Current
Retained On-Site:
FY +3 yr
Retained Off-Site:
0
Treas. Grp. Accts.: Reconciliation Summary
Category:
Reports
Division:
Retention Type:
2 - Current
Retained On-Site:
FY + 3 yr
Retained Off-Site:
0
Treasurer Daily Calendar
Category:
Misc
Remarks:
Muni. Code Vol. I 67.29-5; personal and social events generally excluded
Retention Type:
4 - No Retention Required
Retained On-Site:
2 yr
Retained Off-Site:
0 years
Treasurer's Daily Cash Disbursement
Category:
Reports
Remarks:
daily printout
Division:
Retention Type:
2 - Current
Retained On-Site:
FY + 2 yr
Retained Off-Site:
0
TrUST Fund Folders
Category:
Misc
Division:
Retention Type:
2 - Current
Retained On-Site:
10 yr
Retained Off-Site:
0
Unsecured and Unsec. Supplemental Tax Rolls (Microfiche)
Category:
Taxes
Remarks:
Kept in vault;CA Govt Code Sec. 26908; CA R&T Code Sec. 2928, 4109.5
Division:
Retention Type:
2 - Current
Retained On-Site:
5 yr
Retained Off-Site:
0
Unsecured Personal Property Tax Roll
Category:
Taxes
Retention Type:
1 - Permanent
Retained On-Site:
0
Retained Off-Site:
permanent
Unsecured Prop. Tax Forms (Form R204) (Blank)
Category:
Misc
Remarks:
1 box 2500 forms
Division:
Retention Type:
2 - Current
Retained On-Site:
current year + 6 yr (1 box)
Retained Off-Site:
0
Unsecured Property Tax Liens & Lien Release (Recorder's Stamp)
Category:
Taxes
Retention Type:
1 - Permanent
Retained On-Site:
2 yr after paid or not renewed
Retained Off-Site:
permanent
Utility Tax Audits
Category:
Taxes
Division:
Retention Type:
2 - Current
Retained On-Site:
FY + 5 yr
Retained Off-Site:
0
Utility Tax Statements
Category:
Taxes
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
FY + 1 yr
Retained Off-Site:
4 yr
Wicket Sheets
Category:
Reports
Division:
Retention Type:
2 - Current
Retained On-Site:
3 yr
Retained Off-Site:
0
Wire Information Forms
Category:
Misc
Division:
Retention Type:
2 - Current
Retained On-Site:
FY + 2 yr
Retained Off-Site:
0
Workers Compensation File
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
Close of case + 5 years
Retained Off-Site:
Lesser of 50 years or life of employee
Written Communication With Taxpayers
Category:
Misc
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
0
YTD Overtime Hours Used (Report 925)
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yr
Retained Off-Site:
0