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.

12B Waiver
Category:
Misc
Division:
Retention Type:
1 - Permanent
Retained On-Site:
FY + 5 yr
Retained Off-Site:
permanent
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
Annual Attendance Sheet
Category:
Personnel
Division:
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
Blanket Purchase Order
Category:
Misc
Division:
Retention Type:
1 - Permanent
Retained On-Site:
FY + 5 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
Ehs (Employment History Summary)
Category:
Personnel
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
0 years
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 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
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
Inventory of Envelopes and Forms
Category:
Misc
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yr after revision
Retained Off-Site:
0
Job Tickets/Orders
Category:
Misc
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
Monthly New Hire Report (Report 978)
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
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
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
Personnel Action Request
Category:
Personnel
Division:
Retention Type:
1 - Permanent
Retained On-Site:
permanent
Retained Off-Site:
0 years
Purchase Order
Category:
Misc
Division:
Retention Type:
1 - Permanent
Retained On-Site:
FY + 5 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
RFP/Rfq Files
Category:
Misc
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yr following term of agreement
Retained Off-Site:
0
Salary Rate Change Report (Report C 301)
Category:
Personnel
Division:
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
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
YTD Overtime Hours Used (Report 925)
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yr
Retained Off-Site:
0