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.
Official Employee Personnel Folder Current Employee (OEPF)Official Employee Personnel Folder including Employment History Summary
Category:
Personnel
Remarks:
Title 29, Chapter XIV Code of Fed Regs, 1602.31; Cal Gov Code 12946
Division:
Retention Type:
2
Retained On-Site:
Term of employment + 7 yrs
Total Time Retained:
Term of employment + 7 yrs
Blanket Purchase Order
Category:
Agmts
Remarks:
Cal Gov. Code 26202; Cal Code Civ Proc 337; Admin Code Section 8.3
Division:
Retention Type:
2
Retained On-Site:
Close of purchase order + 7 years if no legal action pending
Total Time Retained:
Close of purchase order + 7 years if no legal action pending
Complaints of Discrimination and Harassment
Category:
Personnel
Remarks:
Title 29, Chapter XIV Code of Fed Regs, 1602.31; Cal Gov Code 12946
Division:
Retention Type:
2
Retained On-Site:
Close of case or end of employment (whichever is later) + 7 years
Total Time Retained:
Close of case or end of employment (whichever is later) + 7 years
Conflict of Interest (Form 700)
Category:
Personnel
Division:
Retention Type:
2
Retained On-Site:
7 yrs
Total Time Retained:
7 yrs
Contracts/Agreements
Category:
Agmts
Remarks:
Cal Gov Code 26202; Cal Code Civ Proc 337; Admin Code Section 8.3
Division:
Retention Type:
2
Retained On-Site:
7 yrs after term of agreement if no legal action pending
Total Time Retained:
7 yrs after term of agreement if no legal action pending
Employee Grievances
Category:
Personnel
Remarks:
Title 29, Chapter XIV Code of Fed Regs, 1602.31; Cal Gov Code 12946
Division:
Retention Type:
2
Retained On-Site:
Close of case or end of employment (whichever is later) + 7 years
Total Time Retained:
Close of case or end of employment (whichever is later) + 7 years
Medical Records, including Workers Compensation, FMLA, Accident reports, ADA
Category:
Personnel
Remarks:
Follows OEPF; Title 29, Chapter XIV Code of Fed Regs, 1602.31; Cal Gov Code 12946
Division:
Retention Type:
2
Retained On-Site:
Close of case or end of employment (whichever is later) + 7 years
Total Time Retained:
Close of case or end of employment (whichever is later) + 7 years
Original Invoices
Category:
Agmts
Remarks:
Cal Gov. Code 26202; Cal Code Civ Proc 337; Admin Code Section 8.3
Division:
Retention Type:
2
Retained On-Site:
Close of purchase order + 7 years if no legal action pending
Total Time Retained:
Close of purchase order + 7 years if no legal action pending
Payment Voucher
Category:
Agmts
Remarks:
Cal Gov. Code 26202; Cal Code Civ Proc 337; Admin Code Section 8.3
Division:
Retention Type:
2
Retained On-Site:
Close of purchase order + 7 years if no legal action pending
Total Time Retained:
Close of purchase order + 7 years if no legal action pending
Personnel Action Request
Category:
Personnel
Division:
Retention Type:
2
Retained On-Site:
Term of employment + 7 yrs
Total Time Retained:
Term of employment + 7 yrs
Purchase Order
Category:
Agmts
Remarks:
Cal Gov Code 26202; Cal Code Civ Proc 337; Admin Code Section 8.3
Division:
Retention Type:
2
Retained On-Site:
Close of purchase order + 7 years if no legal action pending
Total Time Retained:
Close of purchase order + 7 years if no legal action pending
RFP/RFQ Files
Category:
Agmts
Remarks:
Per CON guidelines
Division:
Retention Type:
2
Retained On-Site:
5 yrs following effectuation of agreement if successful; no retention if unsuccessful
Total Time Retained:
5 yrs following effectuation of agreement if successful; no retention if unsuccessful
Weekly Timesheets
Category:
Personnel
Remarks:
Cal Labor Code 1174(d)
Division:
Retention Type:
2
Retained On-Site:
5 yrs
Total Time Retained:
5 yrs