Department Contact: David Steinberg ... - Index | Public Works



PROCEDURE 02-01-05RECORDS RETENTION AND STORAGE POLICYPURPOSE?????To establish guidelines for retaining and storing hard copy documents and electronic files generated by the various bureaus in the department during their normal course of business.POLICYSan Francisco Public Works shall retain records for the period of their immediate or current use, unless a longer retention period is necessary for historical reference, to comply with contractual or legal requirements or for other purposes consistent with the guidelines set forth below.DISCUSSIONIn the performance of its normal business transactions, the department generates a number of hard copy documents in the form of letters, drawings, specifications, charts, reports and other documents.? With the advent of computers and internet technology, much of the departmental business transactions are done through emails and transmittal of digital files.Chapter 8 of the San Francisco Administrative Code requires each department head to maintain records and create a records retention and destruction schedule.The term "records" is defined in Section 8.1 of the Administrative Code.? Documents and other materials that do not constitute "records" under that section may be destroyed when no longer needed.Each bureau shall follow the general guidelines established in this procedure.? When needed, a bureau may adopt a bureau-specific procedure to better address its unique situation.? However the bureau-specific procedure shall be consistent with this departmental procedure.A good system of records retention is important in order to facilitate retrieval of documents. ?Chapter 67 of the San Francisco Administrative Code, also known as the San Francisco Sunshine Ordinance of 1999, requires departments to provide public information and public records, upon request, in a timely manner. Public Works Procedure 02-01-03 describes how to comply with providing documents pursuant to Sunshine Ordinance requests.?D. PROCEDURE1. ?Categories of recordsa.?Category 1 – Permanent Retention?– Records that are permanent or essential shall be retained and preserved indefinitely.Permanent Records – Permanent records are required by law to be retained permanently and are ineligible for?destruction unless they are microfilmed or placed in an optical imaging system and special measures are followed, as defined in Administrative Code Section 8.4.? Once these measures are followed, the original paper records may be destroyed.? Duplicate copies of permanent records may be destroyed whenever they are no longer necessary for the efficient operation of San Francisco Public Works.? Examples of permanent records include annual reports, departmental orders, and certain plans and specifications.Essential Records – Essential records are necessary for the continuity of government and the protection of the rights and interests of individuals, as defined in Administrative Code Section 8.9.? Examples of essential records include operation bureau's director's letters, certain plans and certain permits.b.?Category 2 – Current Records?– These are records which for convenience, ready reference or other reasons are retained in the office space and equipment of the department.? Current records shall be retained as follows:Where retention period is specified by law.? Where federal, state, or local law prescribes a definite period of time for retaining certain records, the department will retain the records for the period specified by law.? Examples are debris box permits, employee's Statements of Economic Interest Form 700 and Accident Injury Reports.Where no retention period is specified by law.? Where no specific retention period is specified by law, the retention period for records that the department is required to retain shall be as specified in the attached?record retention schedule.? Records shall be retained for a minimum of two years, although such records may be treated as "storage records" and placed in storage at any time during the applicable retention period.? Examples include inventories, budgets, estimates and work orders.c.?Category 3 – Storage Records?– Storage records are records that are retained offsite.? Storage records are subject to the same retention requirements as current records.? Examples include calendars, permits and project files.d.?Category 4 – No Retention Required?– Documents and other materials that are not "records" as defined by Administrative Code Section 8.1 need not be retained unless retention is otherwise required by local law or by the attached record retention schedule.? Documents and other materials (including originals and duplicates) that are not necessary to the functioning or continuity of the department and have no legal significance may be destroyed when no longer needed.? Examples include materials and documents generated for the convenience of the person generating them, draft documents (other than some contracts) which have been superseded by subsequent versions or rendered moot by departmental action and duplicate copies of records that are no longer needed.? Specific examples include telephone message slips, miscellaneous correspondence not requiring follow-up or departmental action, notepads, emails that do not contain information required to be retained under this policy and chronological files.? For these documents, it is up to the originator or recipient to determine when the document's business utility has ended.?2. Records not addressed in the record retention scheduleRecords and other documents or materials that are not expressly addressed by the attached record retention schedule may be destroyed at any time provided that they have been retained for the periods prescribed for substantially similar records.3. Storage of recordsRecords may be stored in the department's office space or equipment if the records are in active use or are maintained in the office for convenience or ready reference.? Examples of active files appropriately maintained in departmental office space or equipment include active chronological files, research and reference files, legislative drafting files, pending complaint files, administrative files, personnel files and calendars.? Inactive records, for which use or reference has diminished sufficiently to permit removal form departmental office space or equipment, may be sent to an off-site storage facility.? The off-site storage facility may be a City-owned facility or a leased facility.4. Historical recordsHistorical records are those which are no longer of use to the department but which, because of their age or research value, may be of historical interest or significance.? Historical records may not be destroyed except in accordance with the procedures set forth in Administrative Code Section 8.7.5. Legal recordsThe retention periods set forth in the attached record retention schedule shall not apply to materials that are otherwise eligible for destruction, but which may be relevant to a?pending claim or litigation against the City.Once the department becomes aware of the existence of a claim or litigation, the department should retain all documents and other materials related to the claim or litigation until the claim or litigation has been resolved.? When the department has reason to believe that one or more other departments also have records relating to the claim or litigation, those departments shall also be notified of the need to retain those documents.?The City Attorney's Office must approve all records containing legal significance proposed for destruction before the department destroys them, according to Admininistrative Code Section 8.3. The City Attorney's Office must review and approve any changes to the department's schedule.? Departments may destroy documents consistent with the schedule. The department must obtain approval from the City Attorney's Office to destroy documents that contain legal significance that do not fall within the schedule.6. Electronic and digital dataAll electronic or digital data must adhere to the retention period as specified in this chapter.The department, as an option, may also convert paper information into electronic or digital data, unless such conversion is prohibited by law.7.?Records relating to emergencies/disasters and cost recoveryThe department must retain all records relating to emergencies/disasters and cost recovery for the Federal Emergency Management Agency (FEMA) and California Governor's Office of Emergency Services (CAL OES) programs and activities that are governed by 44 CFR §13.42. Title 44. ?Section 13.42 of the Code of Federal Regulations requires the department to retain any records documenting the costs it incurs in responding to an emergency or disaster for three years.? The California Code of Regulations requires the department to retain all financial and program records related to cost or expenditures eligible for state financial assistance for three years (19 CCR § 2980(e)).? The three-year retention period starts on the date the project worksheet file is officially closed by receipt of a closure letter from the state of California.? Because state and federal regulations change from time to time, the Controller's Office will issue specific rules for file retention on any given disaster that will reflect the most up to date retention requirements.8. Records relating to financial mattersThe Controller's Office must approve all records pertaining to financial matters proposed for destruction before the department destroys them, according to Administrative Code Section 8.3. The Controller's Office must review and approve any changes to the department's schedule.? Departments may destroy documents consistent with the schedule.? The department must obtain approval from the Controller's Office to destroy documents pertaining to financial matters that do not fall within the schedule.9. Records relating to payrollThe Retirement Board must approve all records pertaining to payroll checks, time cards, and related documents proposed for destruction before the department destroys them, according to Administrative Code Section 8.3. The Retirement Board must review and approve any changes to the department's schedule. Departments may destroy documents consistent with the schedule unless the Retirement Board requests the documents be sent to them.? The department must obtain approval from the Retirement Board to destroy documents pertaining to payroll checks, time cards and related documents that do not fall within the schedule.10. Updating records retention policyAs set forth in Administrative Code Section 8.3, changes to the department's records retention schedule must be approved by the mayor or his/her designee.?RECORD RETENTON SCHEDULEDepartment Name: Public WorksDepartment Contact: David Steinberg Contact Phone Number: (415) 554-6950 Date: November 2017DivisionRecord CategoryTYPE OF RECORDRETENTION CATEGORYRETENTION PERIODREMARKS TotalOn SiteOff SiteDirector's Office: Admin/Public Affairs/News Rack ProgramFinancialAccounting Documents; Purchase Orders, etc.2Destroyed after 4th year4 yearsN/ADepartmental PolicyDirector's Office: Admin/Public Affairs/News Rack ProgramReports/RecordsAnnual Reports2PermanentPermanentN/ADepartmental PolicyDirector's Office: Admin/Public Affairs/News Rack ProgramMeeting RecordsAudio Recordings of Meetings2Erased after 2nd year2 yearsN/ADepartmental PolicyDirector's Office: Admin/Public Affairs/News Rack ProgramAdministrationCalendar (Director's)2After 2nd year.2 yearsN/ADepartmental PolicyDirector's Office: Admin/Public Affairs/News Rack ProgramReports/RecordsDepartmental Digest/Orders2PermanentPermanentN/ADepartmental PolicyDirector's Office: Admin/Public Affairs/News Rack ProgramAdministrationEmails2When no longer needed unless they contain info required to be maintained.N/AN/ADepartmental PolicyDirector's Office: Admin/Public Affairs/News Rack ProgramAdministrationForms2Until superceded or no longer in useUntil superceded or no longer in useN/ADepartmental PolicyDirector's Office: Admin/Public Affairs/News Rack ProgramAdministrationGeneral Correspondence: Letters, Memos, etc.2Destroyed after 4th year4 yearsN/ADepartmental PolicyDirector's Office: Admin/Public Affairs/News Rack ProgramMeeting RecordsMeeting Agendas, Minutes2Destroyed after 4th year4 yearsN/ADepartmental PolicyDirector's Office: Admin/Public Affairs/News Rack ProgramAdministrationMiscellaneous: Brochures, Newsletters, Catalogues, Magazines2Until supercededUntil supercededN/ADepartmental PolicyDirector's Office: Admin/Public Affairs/News Rack ProgramPermitsNews Rack Certificates2PermanentPermanentN/ADepartmental PolicyDirector's Office: Admin/Public Affairs/News Rack ProgramReports/RecordsNews Rack Violation Log2PermanentPermanentN/ADepartmental PolicyDirector's Office: Admin/Public Affairs/News Rack ProgramAdministrationTelephone Messages, Notes2When no longer neededN/AN/ADepartmental PolicyDirector's Office: ClaimsReports/RecordsClaims Files2Destroyed after 7 years from accident date7 yearsN/ADepartmental PolicyDirector's Office: ClaimsRules & RegulationsCode Books & Permanent Library2PermanentPermanent N/ADepartmental PolicyDirector's Office: ClaimsClaimsPossible Claim Files2Destroyed after 5 years1 year4 yearsDepartmental PolicyDirector's Office: ClaimsClaimsSubject Files for City Attorney2PermanentPermanentN/ADepartmental PolicyFinancial Management & Admin.: AccountingFinancialCertified Accounting Docs: Grant2Destroyed after 5 yearsUntil final audit5 yearsDepartmental PolicyFinancial Management & Admin.: AccountingFinancialCertified Accounting Docs: Nongrant annual2Destroyed after 5 years3 years2 yearsDepartmental PolicyFinancial Management & Admin.: AccountingFinancialCertified Accounting Docs: Nongrant continuing2Destroyed after 5 years3 years after project completion2 yearsDepartmental PolicyFinancial Management & Admin.: AccountingFinancialProject Files: Grant2Destroyed after 5 yearsUntil final audit5 yearsDepartmental PolicyFinancial Management & Admin.: AccountingFinancialProject Files: NonGrant2Destroyed after 5 years3 years after project completion2 years Departmental PolicyFinancial Management & Admin.: AccountingFinancialJob Orders2Destroyed after 5 years3 years after J.O. is closed2 yearsDepartmental PolicyFinancial Management & Admin.: AccountingFinancialFAMIS Reports2Destroyed after 6 years3 years3 yearsDepartmental PolicyFinancial Management & Admin.: AccountingFinancialFPS Reports2Destroyed after 6 years3 years3 yearsDepartmental PolicyFinancial Management & Admin.: AccountingAgreementsAsNeeded Master Agreements2Destroyed after 5 years3 years after expiration date2 yearsDepartmental PolicyFinancial Management & Admin.: AccountingFinancialReceipts Processing Forms2Destroyed after 5 years3 years2 yearsDepartmental PolicyFinancial Management & Admin.: AccountingFinancialRevolving Fund Cancelled Checks2Destroyed after 5 years3 years2 yearsDepartmental PolicyFinancial Management & Admin.: AccountingFinancialWork Orders2Destroyed after 5 years3 years2 yearsDepartmental PolicyFinancial Management & Admin.: AccountingFinancialDelivery Orders2Destroyed after 5 years3 years2 yearsDepartmental PolicyFinancial Management & Admin.: AccountingFinancialForeman's Requisitions2Destroyed after 5 years3 years2 yearsDepartmental PolicyFinancial Management & Admin.: AccountingFinancialAsphalt Plant Production Costs2Destroyed after 5 years3 years2 yearsDepartmental PolicyFinancial Management & Admin.: AccountingPersonnelAccident Reports2Destroyed after 5 years3 years2 yearsDepartmental PolicyFinancial Management & Admin.: AccountingEquipmentReports of Damage to City Property2Destroyed after 5 years3 years2 yearsDepartmental PolicyFinancial Management & Admin.: AccountingEquipmentStore Withdrawal Tags2Destroyed after 5 years3 years2 yearsDepartmental PolicyFinancial Management & Admin.: AccountingEquipmentGas, Oil Repts/Auto Equip Repair Repts2Destroyed after 5 years3 years2 yearsDepartmental PolicyFinancial Management & Admin.: AccountingFinancialAccount Receivable2Retain 1 year after scanningContinuous2 yearsDepartmental PolicyFinancial Management & Admin.: Contract Admin.ContractsContract Specification2After NTP (Construction Management IDC/BDC Contract Prep maintains archives)Up to NTPAt Least 20 Years (Construction Management IDC/BDC Contract Prep Maintains Archives)Departmental PolicyFinancial Management & Admin.: Contract Admin.ContractsContract Plans2After NTP (Construction Management IDC/BDC Contract Prep maintains archives)Up to NTPAt Least 20 Years (Construction Management IDC/BDC Contract Prep Maintains Archives)Departmental PolicyFinancial Management & Admin.: Contract Admin.ContractsStandard Specification2Until supersededUntil supersededStore 20 yearsDepartmental PolicyFinancial Management & Admin.: Contract Admin.ContractsGeneral Provisions2Until supersededUntil supersededStore 20 yearsDepartmental PolicyFinancial Management & Admin.: Contract Admin.ContractsContract Folders(Construction)25 yearsUp to final acceptance5 yearsDepartmental PolicyFinancial Management & Admin.: Contract Admin.ContractsContract Folders(Professional Services)25 yearsUp to final acceptance5 yearsDepartmental PolicyFinancial Management & Admin.: Contract Admin.ReportsWeekly Reports22 years, 3 months3 months2 yearsDepartmental PolicyFinancial Management & Admin.: Contract Admin.ReportsQuarterly MBE Reports24 years2 years2 yearsDepartmental PolicyFinancial Management & Admin.: Contract Admin.ReportsAnnual Reports26 years1 year5 yearsDepartmental PolicyFinancial Management & Admin.: Contract Admin.AdministrationGeneral Correspondence File27 years2 years5 yearsDepartmental PolicyFinancial Management & Admin.: Contract Admin.ContractsContract Insurance Manual2Until supersededUntil supersededN/ADepartmental PolicyFinancial Management & Admin.: Contract Admin.AdministrationHRC M/WBE Directory2Until superseded Until supersededN/ADepartmental PolicyFinancial Management & Admin.: Contract Admin.ContractsUnsuccessful Bids22 Years after bidUntil award2 Years after BidDepartmental PolicyFinancial Management & Admin.: Contract Admin.AdministrationDelivery Shipping Lists210 years (Included in Contract Files)5 years (Included in Contract Files)5 years (Included in Contract Files)Departmental PolicyFinancial Management & Admin.: Contract Admin.FinancialCash Receipts22 years, 6 months6 months2 yearsDepartmental PolicyFinancial Management & Admin.: Contract Admin.ContractsAsNeeded Contract Files25 years.Up to Notice of Agreement5 yearsDepartmental PolicyFinancial Management & Admin.: Environmental Health & SafetyPersonnelOSHA 200/300 Log and supporting documentation2Destroy after 5th year5 yearsN/ADepartmental PolicyFinancial Management & Admin.: Environmental Health & SafetyPersonnelIndustrial Hygiene Reports and Lab Results2Destroy after 75th year5+ years70 yearsDepartmental PolicyFinancial Management & Admin.: Environmental Health & SafetyPersonnelHealth Education: Attendance Sheets and Curriculums2Destroy after 3rd year3 yearsN/ADepartmental PolicyFinancial Management & Admin.: Environmental Health & SafetyPersonnelDMV Pin pull Reports2Destroy after 6 months6 monthsN/ADepartmental PolicyFinancial Management & Admin.: Environmental Health & SafetyPersonnelSuspended License Reports2Destroy after 6 months6 monthsN/ADepartmental PolicyFinancial Management & Admin.: Finance & BudgetFinancialIndirect Cost Plans1IndefinitelyIndefinitely – store electronicallyDepartmental Policy – same as Controller’s Cowcap RetentionFinancial Management & Admin.: Finance & BudgetBudgetIndirect Cost Plan Supporting Documents - Caltrans Audited25 years5 yearsDepartmental Policy – same as Controller’s Cowcap Supporting Document RetentionFinancial Management & Admin.: Finance & BudgetBudgetIndirect Cost Plan Supporting Documents - unaudited1Indefinitely10 yearsIndefinitelyDepartmental Policy Financial Management & Admin.: Finance & BudgetBudgetOverhead Rate Adjustments - Supporting Documents1Indefinitely10 yearsIndefinitelyDepartmental PolicyFinancial Management & Admin.: Finance & BudgetBudgetFinal Approved Budgets – Turnaround Reports1IndefinitelyIndefinitely – store electronicallyDepartmental PolicyFinancial Management & Admin.: Finance & BudgetBudgetDepartment Budget Submission Documents – Line Items, Spreadsheets and Org Charts210 years10 yearsDepartmental Policy – Controller’s Dept. Budget Submission Documents Retention plus 5 yrsFinancial Management & Admin.: Finance & BudgetBudgetDepartment Budget Backup Support22 years2 yearsDepartmental Policy – Controller’s Budget Documents/ Work Papers RetentionFinancial Management & Admin.: Finance & BudgetFinancialSupplemental Appropriation Request 1Keep indefinitely5 yearsIndefinitelyDepartmental PolicyFinancial Management & Admin.: PersonnelPersonnelEmployee Personnel Folders25 years after final separation if there is no litigation or review by regulatory agency pendingUntil separated5 yearsDepartmental PolicyFinancial Management & Admin.: PersonnelPersonnelEmployee information25 years after final separation if there is no litigation or review by regulatory agency pendingUntil separated5 yearsDepartmental PolicyFinancial Management & Admin.: PersonnelPersonnelPerformance & training docs.25 years after final separation if there is no litigation or review by regulatory agency pendingUntil separated5 yearsDepartmental PolicyFinancial Management & Admin.: PersonnelPersonnelGeneral employment history records25 years after final separation if there is no litigation or review by regulatory agency pendingUntil separated5 yearsDepartmental PolicyFinancial Management & Admin.: PersonnelPersonnelRecords of corrective action25 years after final separation if there is no litigation or review by regulatory agency pendingUntil separated5 yearsDepartmental PolicyFinancial Management & Admin.: PersonnelPersonnelPayroll records25 years after final separation if there is no litigation or review by regulatory agency pendingUntil separated5 yearsDepartmental PolicyFinancial Management & Admin.: PersonnelAdministrationAdministration Files2Destroyed after 5 years if there is no litigation or review by regulatory agency pending5 yearsN/ADepartmental PolicyFinancial Management & Admin.: PersonnelPersonnelDiscrimination & harassment complaints, investigations & resolutions25 years after final separation if there is no litigation or review by regulatory agency pending5 yearsN/ADepartmental PolicyFinancial Management & Admin.: PersonnelPersonnelGrievances25 years after final separation if there is no litigation or review by regulatory agency pending5 yearsN/ADepartmental PolicyFinancial Management & Admin.: PersonnelPersonnelBackground investigation reports, results of polygraph exams25 years after final separation if there is no litigation or review by regulatory agency pending5 yearsN/ADepartmental PolicyFinancial Management & Admin.: PersonnelPersonnelCriminal records25 years after final separation if there is no litigation or review by regulatory agency pending5 yearsN/ADepartmental PolicyFinancial Management & Admin.: PersonnelPersonnelMedical records25 years after final separation if there is no litigation or review by regulatory agency pending5 yearsN/ADepartmental PolicyFinancial Management & Admin.: PersonnelPersonnelRecruitment files, including applications & resumes25 years after final separation if there is no litigation or review by regulatory agency pending5 yearsN/ADepartmental PolicyFinancial Management & Admin.: PersonnelPersonnelConflict of interest statements2Destroyed after 7 years if there is no litigation or review by regulatory agency pending7 yearsN/ADepartmental PolicyFinancial Management & Admin.: PersonnelPersonnelUnfair labor practice complaints or contract disputes2Destroyed after 5 years if there is no litigation or review by regulatory agency pending5 yearsN/ADepartmental PolicyFinancial Management & Admin.: PersonnelPersonnelSealed documents25 years after final separation if there is no litigation or review by regulatory agency pending5 yearsN/ADepartmental PolicyFinancial Management & Admin.: PersonnelPersonnelWorker's compensation records2 "" ""5 yearsN/ADepartmental PolicyFinancial Management & Admin.: PersonnelPersonnelEmployment History2N/AUntil separatedPermanentDepartmental PolicyFinancial Management & Admin.: PersonnelPersonnelPARS215 months after separation dateUntil separated15 monthsDepartmental PolicyFinancial Management & Admin.: PersonnelPersonnelOEPF Transmittal Receipts2Destroyed w/employee's personnel fileUntil separated5 yearsDepartmental PolicyFinancial Management & Admin.: PersonnelPersonnelIns Form I9 File23 years or 1 year after the separation whichever is longerN/AN/ADepartmental PolicyFinancial Management & Admin.: PersonnelPersonnelOath of Allegiance25 years after final separation if no litigation or review by regulatory agency pendingUntil separated5 yearsDepartmental PolicyFinancial Management & Admin.: PersonnelPersonnelDriver License Survey2Destroyed w/employee personnel fileUntil separated5 yearsDepartmental PolicyFinancial Management & Admin.: PersonnelPersonnelJob Folders2N/AN/AN/ADepartmental PolicyFinancial Management & Admin.: PersonnelPersonnelJob Announcements2N/AN/AN/ADepartmental PolicyFinancial Management & Admin.: PersonnelPersonnelEligible Lists2N/AN/AN/ADepartmental PolicyFinancial Management & Admin.: PersonnelPersonnelNotices of Certifications2N/AN/AN/ADepartmental PolicyFinancial Management & Admin.: PersonnelPersonnel CSC Copies2N/AN/AN/ADepartmental PolicyFinancial Management & Admin.: PersonnelPersonnel Bureau Copies2N/AN/AN/ADepartmental PolicyFinancial Management & Admin.: PersonnelPersonnelClass Specifications2Until supercededUntil supercededN/ADepartmental PolicyFinancial Management & Admin.: PersonnelPersonnelPersonnel Requisitions2Until canceled or expiredUntil canceled/ expiredN/ADepartmental PolicyFinancial Management & Admin.: PersonnelPersonnelRules, Policies & Procedures2Until supercededUntil supercededN/ADepartmental PolicyFinancial Management & Admin.: PersonnelPersonnelCSC Rules2Until supercededUntil supercededN/ADepartmental PolicyFinancial Management & Admin.: PersonnelPersonnelPersonnel Policies & Procedures2Until supercededUntil supercededN/ADepartmental PolicyFinancial Management & Admin.: PersonnelPersonnelPayroll/Personnel Procedures Manual2Until supercededUntil supercededN/ADepartmental PolicyFinancial Management & Admin.: PersonnelPersonnelDepartment Policy Book2Until supercededUntil supercededN/ADepartmental PolicyFinancial Management & Admin.: PersonnelReportsReports2When no longer neededN/AN/ADepartmental PolicyFinancial Management & Admin.: PersonnelReportsCSC Weekly Report2When no longer neededN/AN/ADepartmental PolicyFinancial Management & Admin.: PersonnelReportsCSC Seniority Roster2When no longer neededN/AN/ADepartmental PolicyFinancial Management & Admin.: PersonnelReportsFPS BiWeekly Reports2When no longer neededN/AN/ADepartmental PolicyFinancial Management & Admin.: PersonnelAdministrationForms2Until supercededUntil supercededN/ADepartmental PolicyFinancial Management & Admin.: PersonnelAdministrationBrochures2When supercededUntil supercededN/ADepartmental PolicyFinancial Management & Admin.: PersonnelAdministrationDuplicates of memo, letter, computer printout & etc.2When no longer neededN/AN/ADepartmental PolicyFinancial Management & Admin.: PersonnelAdministrationPhone messages & slips2When no longer neededN/AN/ADepartmental PolicyBuildings Design & Construction Division (BDC)Project ManagementProject Funding; Grants, Appropriations, Budgets210 years after project close-outAfter project close-out10 years after project close-outFEMA/State & Federal grant funded projects must be retained min 3 yrs after final auditBuildings Design & Construction Division (BDC)Project ManagementProject Schedules & Status Reports210 years after project close-out1 year or after project close-out10 years after project close-outFEMA/State & Federal grant funded projects must be retained min 3 yrs after final auditBuildings Design & Construction Division (BDC)Project ManagementConsultant & Contractor Selection Process; RFQ's/Bids210 years after project close-out1 year or after project close-out10 years after project close-outFEMA/State & Federal grant funded projects must be retained min 3 yrs after final auditBuildings Design & Construction Division (BDC)Project ManagementConsultant Contract Management210 years after project close-outAfter project close-out10 years after project close-outFEMA/State & Federal grant funded projects must be retained min 3 yrs after final auditBuildings Design & Construction Division (BDC)Architectural ServicesGeneral Programming & Planning2Offer drawing of value to Public Library before destroyingAfter project close-out10 years after project close-outFEMA/State & Federal grant funded projects must be retained min 3 yrs after final auditBuildings Design & Construction Division (BDC)Architectural ServicesGeneral Design2Offer drawing of value to Public Library before destroyingAfter project close-out10 years after project close-outFEMA/State & Federal grant funded projects must be retained min 3 yrs after final auditBuildings Design & Construction Division (BDC)Architectural ServicesConstruction Drawings, Specifications2Offer to Public Library History Room before destroying1 year or after project close-outUntil building or project area is demolishedDepartmental PolicyBuildings Design & Construction Division (BDC)Architectural ServicesAddenda, Change Orders, As-built Drawings2Offer to Public Library History Room before destroying1 year or after project close-outUntil building or project area is demolishedDepartmental PolicyBuildings Design & Construction Division (BDC)Architectural ServicesPermits and Approvals210 years after project close-outAfter project-close-out10 years after project close-outFEMA/State & Federal grant funded projects must be retained min 3 yrs after final auditBuildings Design & Construction Division (BDC)Construction ManagementConstruction ContractorContract Management210 years after project close-out1 year or after project close-out10 years after project close-outFEMA/State & Federal grant funded projects must be retained min 3 yrs after final auditBuildings Design & Construction Division (BDC)Construction ManagementModification and Payments210 years after project close-out1 year or after project close-out10 years after project close-outFEMA/State & Federal grant funded projects must be retained min 3 yrs after final auditBuildings Design & Construction Division (BDC)Construction ManagementInspection and Testing Reports210 years after project close-out1 year or after project close-out10 years after project close-outFEMA/State & Federal grant funded projects must be retained min 3 yrs after final auditBuildings Design & Construction Division (BDC)Construction ManagementClose-out Documents/Warranties210 years after project close-out1 year or after project close-out10 years after project close-outFEMA/State & Federal grant funded projects must be retained min 3 yrs after final auditBuildings Design & Construction Division (BDC)Facilities ManagementFacility Inventory and Facility Condition Reports2Until supersededUntil supersededN/ADepartmental PolicyBuildings Design & Construction Division (BDC)Facilities ManagementCapital Improvement Program requests and appropriations2Permanent5 yearsMicrofilm for Inactive StorageDepartmental PolicyBuildings Design & Construction Division (BDC)Facilities ManagementFacility Planning Reports, Master Plans, Bond Program Proposals2Offer to Public Library History Room prior to destroying5 years or, if actively under way, after implementation is completed20 yearsDepartmental PolicyBuildings Design & Construction Division (BDC)BudgetAnnual Bureau Budget2Destroy after 7 years2 years5 yearsDepartmental PolicyBuildings Design & Construction Division (BDC)AdministrationBDC Integrated Project Database2Permanent5 years after each project close-outElectronically archive for Inactive StorageDepartmental PolicyBuildings Design & Construction Division (BDC)AdministrationForecasts; Advertising Schedule, Workload and Staffing Forecast2Electronically archive for inactive storage2 years5 yearsDepartmental PolicyBuildings Design & Construction Division (BDC)AdministrationAnnual, Quarterly, Monthly Status and Performance Reports2Destroy after 7 years2 years5 yearsDepartmental PolicyBuildings Design & Construction Division (BDC)AdministrationSenior Staff Meeting Notes2Destroy after 7 years2 years5 yearsDepartmental PolicyBuildings Design & Construction Division (BDC)AdministrationPolicies & Procedures2Destroy after 1 year after supersededUntil superseded1 year after supersededDepartmental PolicyBuildings Design & Construction Division (BDC)AdministrationGeneral Bureau Correspondence2Destroy after 7 years2 years5 yearsDepartmental PolicyBuildings Design & Construction Division (BDC)AdministrationArchitectural Product Literature2Until supersededUntil supersededN/AIndividual project files are to contain the relevant product literature for the project for archive purposesBuildings Design & Construction Division (BDC)AdministrationBuild Codes and Regulations2Verify BBI retains a copy before destroying.Until superseded10 years after superseded, 1 copyDepartmental PolicyConstruction Management (BDC/IDC)ContractsAs-Built Plans and Warranties2Permanent Record1 year after project close-outPermanent RecordDepartmental PolicyConstruction Management(BDC/IDC)ContractsChange Orders, Addenda, etc.2Destroy after 10th year1 year after project close-out10 yearsDepartmental PolicyConstruction Management(BDC/IDC)ContractsCost Estimating Books and Updates2Until supersededUntil supersededN/ADepartmental PolicyConstruction Management(BDC/IDC)EquipmentFacility, Furniture & Vehicle Inventory2Until supersededUntil supersededN/ADepartmental PolicyConstruction Management(BDC/IDC)AdministrationField Notes and Survey Records2Permanent Record1 year after project close-outPermanent RecordDepartmental PolicyConstruction Management(BDC/IDC)FinancialFinancing Documents (Payment Records)2Destroy after 10th year1 year after project close-out10 yearsDepartmental PolicyConstruction Management(BDC/IDC)AdministrationMemos/Correspondence/Inspections/Testing Reports2After 2 years1 year after project close-out2 yearsDepartmental PolicyConstruction Management(BDC/IDC)ContractsPlans2Permanent Record1 year after project close-outPermanent RecordDepartmental PolicyConstruction Management(BDC/IDC)AdministrationProduct Literature and Catalogs2Until supersededUntil supersededN/ADepartmental PolicyConstruction Management(BDC/IDC)ContractsProject File2Destroy after 10th year1 year after project close-out10 yearsDepartmental PolicyConstruction Management(BDC/IDC)ContractsShop Drawings, Approvals, Permits2Destroy after 10th year1 year after project close-out10 yearsDepartmental PolicyConstruction Management(BDC/IDC)ContractsSpecifications2After microfilming1 year after project close-out10 yearsDepartmental PolicyConstruction Management(BDC/IDC)Surveys and MappingSurvey and Other Maps2Permanent Record1 year after project close-outPermanent RecordDepartmental PolicyConstruction Management(BDC/IDC)PersonnelTraining Records2Until supersededUntil supersededN/ADepartmental PolicyInfrastructure Design &Construction Division (IDC)AdministrationProcedures: Manual of IDC Procedures2Until supersededUntil supersededDepartmental PolicyInfrastructure Design &Construction Division (IDC)AdministrationPolicies & Directives: City, Public Works, IDC, Division, Section Policies & Directives2Until supersededUntil supersededDepartmental PolicyInfrastructure Design &Construction Division (IDC)AdministrationOrganization: Organization Charts2Until supersededUntil supersededDepartmental PolicyInfrastructure Design &Construction Division (IDC)BudgetAnnual Budget: Requested & Approved Budgets23 years3 yearsDepartmental PolicyInfrastructure Design &Construction Division (IDC)AdministrationCapital Improvements: Requested and approved gas tax and general fund CIP project lists and data sheets25 years5 yearsDepartmental PolicyInfrastructure Design &Construction Division (IDC)PersonnelPersonnel: Memos and requests for personnel actions22 years2 yearsDepartmental PolicyInfrastructure Design &Construction Division (IDC)PersonnelTraining: Training programs, requests, etc.22 years2 yearsDepartmental PolicyInfrastructure Design &Construction Division (IDC)AdministrationIncoming Correspondence: All correspondence received by Section and filed in chronological order22 years2 yearsDepartmental PolicyInfrastructure Design &Construction Division (IDC)AdministrationOutgoing Correspondence: All correspondence originated in Section and filed in chronological order22 years2 yearsDepartmental PolicyInfrastructure Design &Construction Division (IDC)AdministrationSuspense (Tickler): Copies of all correspondence requiring actions by Sections, or where action is requested by Section2Discarded when action is completeDiscarded when action is completeDepartmental PolicyInfrastructure Design &Construction Division (IDC)AdministrationOthers As Needed: Use additional file numbers for any other administrative files needed by Section2Section's discretionSection's discretionDepartmental PolicyInfrastructure Design &Construction Division (IDC)AdministrationContract Plan Index: Master index catalog of files electronically archived for the Bureau2PermanentPermanentDepartmental PolicyInfrastructure Design &Construction Division (IDC)ProjectsMilestone: Milestone Reports; other data related to milestone2Until superseded by most current reportUntil superseded by most current reportDepartmental PolicyInfrastructure Design &Construction Division (IDC)ProjectsCost Control Reports: IDC Project Cost Control Reports and related data2Until superseded by most current reportUntil superseded by most current reportDepartmental PolicyInfrastructure Design &Construction Division (IDC)ProjectsJob Order File: Project file for each job order, including job order and modifications, correspondence, MOU, etc.2Transfer to inactive when JO closed; discard five years after JO closedTransfer to inactive when JO closed.Departmental PolicyInfrastructure Design &Construction Division (IDC)ProjectsPersonal Service Contracts: RFP; Agreement; Appointment; progress payments; modifications, etc.220 years after termination of contractFive years after termination of contractDepartmental PolicyInfrastructure Design &Construction Division (IDC)Central ArchivesContract Plans: Tracings; As-Build drawings.2PermanentPermanentDepartmental PolicyInfrastructure Design &Construction Division (IDC)Central ArchivesContract Documents: Specifications; Special provisions; Addenda.2PermanentPermanentDepartmental PolicyInfrastructure Design &Construction Division (IDC)Central ArchivesStandards: Standard Plans.2PermanentPermanentDepartmental PolicyInfrastructure Design &Construction Division (IDC)InfrastructureRoad Structures: Bridges, tunnels, retaining walls, stairways, and other City-owned road structures.2PermanentPermanentDepartmental PolicyInfrastructure Design &Construction Division (IDC)InfrastructureAWSS: AWSS pipes; cisterns; etc.2PermanentPermanentDepartmental PolicyInfrastructure Design &Construction Division (IDC)InfrastructureSoil: Soil reports; boring records, subsidence; slope protection.2PermanentPermanentDepartmental PolicyInfrastructure Design &Construction Division (IDC)InfrastructureCity Trees: Tree management; tree inventory; other related documents and records.2PermanentPermanentDepartmental PolicyInfrastructure Design &Construction Division (IDC)Technical ReferencesStructural: Structural studies, analyses, design calculations.2Discard when no longer useful for referenceDiscard when no longer useful for referenceDepartmental PolicyInfrastructure Design &Construction Division (IDC)Technical ReferencesElectrical: Electrical engineering studies, analyses, design calculations.2Discard when no longer useful for referenceDiscard when no longer useful for referenceDepartmental PolicyInfrastructure Design &Construction Division (IDC)Technical ReferencesMechanical: Mechanical engineering studies, analyses, design calculations.2Discard when no longer useful for referenceDiscard when no longer useful for referenceDepartmental PolicyBureau of Street-Use & MappingPermitsTransit Shelter Permits2Retain one copy at BSM's officeUntil contract endsN/ADepartmental PolicyBureau of Street-Use & MappingPermitsPayphone Permits2Retain one copy at BSM's officeUntil supercededN/ADepartmental PolicyBureau of Street-Use & MappingPermitsAdditional Street Space15 years after expirationUntil expired5 yearsDepartmental PolicyBureau of Street-Use & MappingPermitsNewsracks1Once scanned, destroyIndefinitelyN/ADepartmental PolicyBureau of Street-Use & MappingPermitsNoise32 years after expirationUntil expired2 yearsDepartmental PolicyBureau of Street-Use & MappingCodes & RegulationsPublic Works Code1Retain copy in bureau libraryUntil supercededN/ADepartmental PolicyBureau of Street-Use & MappingCodes & RegulationsPublic Works Orders/Regulations1Retain copy in bureau Until supercededN/ADepartmental PolicyBureau of Street-Use & MappingAgreementsMemorandum of Understanding1Retain copy in bureau Until supercededN/ADepartmental PolicyBureau of Street-Use & MappingPermitsUtility Excavation Permits310 years after issuance2 years8 yearsDepartmental PolicyBureau of Street-Use & MappingPermitsEncroachment Permits1Retain recorded permits and approved plans in street filesIndefinitelyN/ADepartmental PolicyBureau of Street-Use & MappingPermitsStreet Excavation Permits35 years after issuance3 years2 yearsDepartmental PolicyBureau of Street-Use & MappingPermitsStreet Improvement Permits1Retain recorded permits and approved plans in street filesIndefinitelyN/ADepartmental PolicyBureau of Street-Use & MappingPermitsTemporary Occupancy Permits35 years after issuanceAs long as use is active2 yearsDepartmental PolicyBureau of Street-Use & MappingPermitsTank Abandonment, Install/Removal1Retain recorded permitIndefiniteN/ADepartmental PolicyBureau of Street-Use & MappingInspectionsInspection Reports25 years Until completed5 yearsDepartmental PolicyBureau of Street-Use & MappingCitationsNotice of Violation33 years after abatedUntil abated3 yearsDepartmental PolicyBureau of Street-Use & MappingCitationsWarning of Violation33 years after issuance1 year2 yearsDepartmental PolicyBureau of Street-Use & MappingContractsSidewalk Abatement Contract31 year after completed (Original contract documents kept by Public Works Contract Admin)Until completed1 yearDepartmental PolicyBureau of Street-Use & MappingLiensIntent to Lien31 year after recordedUntil abated1 yearDepartmental PolicyBureau of Street-Use & MappingLiensRelease of Lien22 years after recordedUntil abated1 yearDepartmental PolicyBureau of Street-Use & MappingLiensLien-Ordinance31 year after recordedUntil abated1 yearDepartmental PolicyBureau of Street-Use & MappingMappingMaps Records150% can be electronically stored and paper maps can be stored off siteIndefinitelyN/ADepartmental PolicyBureau of Street-Use & MappingSubdivisionsSubdivision Application Files1Consult attorney for dispositionIndefinitelyDepartmental PolicyBureau of Street-Use & MappingUndergroundingUnderground Petitions(no assessment) Rule 20A2Completion of constructionCompletion of constructionN/ADepartmental PolicyBureau of Street-Use & MappingAssessmentsAssessment Petitions2Approximately 5 years following constructionCompletion of assessmentN/ADepartmental PolicyBureau of Street-Use & MappingUndergroundingUnderground Legislation1Retain one copyRetain one copyN/ADepartmental PolicyBureau of Street-Use & MappingAssessmentAssessment Legislation1Retain one copyRetain one copyN/ADepartmental PolicyBureau of Street-Use & MappingReportsEngineer's Report2Approx. 5 years following constructionCompletion of assessmentN/ADepartmental PolicyBureau of Street-Use & MappingBudgetBureau Annual Budget2Until superseded1 yearN/ADepartmental PolicyBureau of Street-Use & MappingAdministrationPolicies & Procedures2Until supersededUntil supersededN/ADepartmental PolicyBureau of Street-Use & MappingFinancialPurchase Orders, Payment Requests, etc.21 year1 yearN/ADepartmental PolicyBureau of Street-Use & MappingFinancialFinancial Documents2Copies from controller1 yearsN/ADepartmental PolicyBureau of Street-Use & MappingAdministrationGeneral Correspondence21 year1 yearsN/ADepartmental PolicyBureau of Street-Use & MappingAdministrationComplaint Related Correspondence3To be filed in Complaint file2 years3 yearsDepartmental PolicyBureau of Street-Use & MappingPermitsPermit Related Correspondence3To be filed in Permit fileSee specific type of permitSee specific type of permitDepartmental PolicyBureau of Street-Use & MappingAdministrationMapping Action Related Correspondence3To be filed in Mapping Action fileSee specific type of mapping actionSee specific type of mapping actionDepartmental PolicyBureau of Street-Use & MappingPermitsAutomatic Public Toilet Permit1Retain one copy at BSM Until contract endsN/ADepartmental PolicyBureau of Street-Use & MappingPermitsPublic Service Kiosk Permit1Retain one copy at BSM Until contract endsN/ADepartmental PolicyBureau of Street-Use & MappingPermitsDebris Box Permits21 year1 year1 yearDepartmental PolicyBureau of Street-Use & MappingMeeting RecordsCULCOP Minutes & Agenda2Destroy after 2nd year2 yrsDepartmental PolicyBureau of Street-Use & MappingMeeting RecordsSCCC General Meeting Minutes/Agenda2Destroy after 2nd year2 yrsDepartmental PolicyBureau of Street-Use & MappingReportsUtility Excavation Five Year Plans2Destroy after 2nd year2 yrsDepartmental PolicyBureau of Street-Use & MappingAdministrationNOI/LOT2Destroy after 2nd year2 yrsDepartmental PolicyBureau of Street-Use & MappingPermitsUtility Condition Permits2Destroy after 2nd year2 yrsDepartmental PolicyBureau of Street-Use & MappingReportsDivision Quarterly and Annual Reports2Destroy after 2nd year2 yrsDepartmental PolicyBureau of Building RepairPersonnelPersonnel Records1All official personnel records kept by GSA-HRPermanentDepartmental PolicyBureau of Building RepairPersonnelRequisitions, Justifications1Copies available from GSA-HRPermanentDepartmental PolicyBureau of Building RepairPersonnelCertifications, Temp Exempt Lists2Until superseded or expired1 yearDepartmental PolicyBureau of Building RepairPersonnelOSHA Logs25 years5 yearsDepartmental PolicyBureau of Building RepairPersonnelSafety Records23 years3 yearsDepartmental PolicyBureau of Building RepairID Work ActivityEstimates25 years5 yearsDepartmental PolicyBureau of Building RepairID Work ActivityService Requests22 years2 yearsDepartmental PolicyBureau of Building RepairID Work ActivityWork Orders25 years5 yearsDepartmental PolicyBureau of Building RepairID Work ActivityEmergency Call-In Log22 years2 yearsDepartmental PolicyBureau of Building RepairEquipmentEquipment Sign-out Sheets21 year1 yearDepartmental PolicyBureau of Building RepairPurchasingPurchase Orders, Contracts, Blanket PO's, Requisitions.2Copies available from the controller1yearDepartmental PolicyBureau of Building RepairPurchasingDirectives1Until supersededPermanentDepartmental PolicyBureau of Building RepairPurchasingInstructions1Until supersededPermanentDepartmental PolicyBureau of Building RepairBudgetBaseline25 years5 yearsDepartmental PolicyBureau of Building RepairBudgetInstructions2Until superseded1 yearDepartmental PolicyBureau of Building RepairBudgetCompleted Budgets2Copies available5 yearsDepartmental PolicyBureau of Building RepairCorrespondenceGeneral25 years2 years3 yearsDepartmental PolicyBureau of Building RepairCorrespondenceDirector's Numbered Letters1PermanentPermanentDepartmental PolicyBureau of Building RepairCorrespondenceLegal (lawsuits, etc.)1PermanentPermanentDepartmental PolicyBureau of Building RepairCorrespondenceDirectives1Until supersededPermanentDepartmental PolicyBureau of Building RepairCorrespondenceInstructions2Until not applicableDepartmental PolicyBureau of Building RepairTimeroll HardcopyWork Report26 years2 years4 yearsDepartmental PolicyBureau of Building RepairTimeroll HardcopyMonthly Timeroll Amendments26 years2 years4 yearsDepartmental PolicyBureau of Building RepairTimeroll HardcopyDaily Overtime Report26 years2 years4 yearsDepartmental PolicyBureau of Street & Sewer RepairPersonnelPersonnel Records1All official personnel records kept by GSA-HRPermanentDepartmental PolicyBureau of Street & Sewer RepairPersonnelRequisitions, Justifications1Copies available from GSA-HRPermanentDepartmental PolicyBureau of Street & Sewer RepairPersonnelCertifications, Temp Exempt Lists2Until superseded or expired1 yearDepartmental PolicyBureau of Street & Sewer RepairPersonnelOSHA Logs25 years5 yearsDepartmental PolicyBureau of Street & Sewer RepairPersonnelSafety Records23 years3 yearsDepartmental PolicyBureau of Street & Sewer RepairID Work ActivityEstimates25 years5 yearsDepartmental PolicyBureau of Street & Sewer RepairID Work ActivityService Requests22 years2 yearsDepartmental PolicyBureau of Street & Sewer RepairID Work ActivityWork Orders25 years5 yearsDepartmental PolicyBureau of Street & Sewer RepairID Work ActivityEmergency Call-In Log22 years2 yearsDepartmental PolicyBureau of Street & Sewer RepairEquipmentEquipment Sign-Out Sheets21 year1 yearDepartmental PolicyBureau of Street & Sewer RepairPurchasingPurchase Orders, Contracts, Blanket PO's, Requisitions.2Copies available from the controller1yearDepartmental PolicyBureau of Street & Sewer RepairPurchasingDirectives1Until supersededPermanentDepartmental PolicyBureau of Street & Sewer RepairPurchasingInstructions1Until supersededPermanentDepartmental PolicyBureau of Street & Sewer RepairBudgetBaseline25 years5 yearsDepartmental PolicyBureau of Street & Sewer RepairBudgetInstructions2Until superseded1 yearDepartmental PolicyBureau of Street & Sewer RepairBudgetCompleted Budgets2Copies available5 yearsDepartmental PolicyBureau of Street & Sewer RepairCorrespondenceGeneral25 years2 years3 yearsDepartmental PolicyBureau of Street & Sewer RepairCorrespondenceDirector's Numbered Letters1PermanentPermanentDepartmental PolicyBureau of Street & Sewer RepairCorrespondenceLegal (lawsuits, etc.)1PermanentPermanentDepartmental PolicyBureau of Street & Sewer RepairCorrespondenceDirectives1Until supersededPermanentDepartmental PolicyBureau of Street & Sewer RepairCorrespondenceInstructions2Until not applicableDepartmental PolicyBureau of Street & Sewer RepairTimeroll HardcopyWork Report26 years2 years4 yearsDepartmental PolicyBureau of Street & Sewer RepairTimeroll HardcopyMonthly Timeroll Amendments26 years2 years4 yearsDepartmental PolicyBureau of Street & Sewer RepairTimeroll HardcopyDaily Overtime Report26 years2 years4 yearsDepartmental PolicyBureau of Street Environmental ServicesReportsCites and Warnings2After 5th year2 years3 yearsDepartmental PolicyBureau of Street Environmental ServicesReportsBillings3After 5th year2 years3 yearsDepartmental PolicyBureau of Street Environmental ServicesReportsLitter Receptacles3After 5th year2 years3 yearsDepartmental PolicyBureau of Street Environmental ServicesReportsPolitical Signs3After 5th year; may be kept longer if payment is pending2 years3 yearsDepartmental PolicyBureau of Street Environmental ServicesCorrespondenceGeneral3After 5th year2 years3 yearsDepartmental PolicyBureau of Street Environmental ServicesCorrespondenceLegal Action (lawsuits, etc.)3After 5th year; storage time may be extended due to court action2 years3 yearsDepartmental PolicyBureau of Street Environmental ServicesCorrespondenceDirectives/Instructions2Until superceded or no longer applicable--Departmental PolicyBureau of Street Environmental ServicesTimeroll HardcopySupervisor's Daily Sheets3After 5th year1 year4 yearsDepartmental PolicyBureau of Street Environmental ServicesTimeroll HardcopyWeekly Timesheet reports3After 5th year1 year4 yearsDepartmental PolicyBureau of Street Environmental ServicesTimeroll HardcopyTimeroll Amendments3After 5th year1 year4 yearsDepartmental PolicyBureau of Street Environmental ServicesTimeroll HardcopyDaily Timesheets, Overtime Sheets, Time-off Requests3After 5th year1 year4 yearsDepartmental PolicyBureau of Street Environmental ServicesTimeroll HardcopyLaborer/Truck Driver Sign-In Sheets3After 5th year1 year4 yearsDepartmental PolicyBureau of Street Environmental ServicesCodes & OrdinancesStreet Cleaning2Until superceded or no longer applicable--Departmental PolicyBureau of Street Environmental ServicesPurchasingPO's, Requisitions, TPAs, Contracts, etc.3After 2nd year2 years-Departmental PolicyBureau of Street Environmental ServicesPurchasingDirectives, Instructions2Until superceded or no longer applicable--Departmental PolicyBureau of Street Environmental ServicesPurchasingJob Order and TPA Logs3After 2nd year2 years-Departmental PolicyBureau of Street Environmental ServicesBudgetWork Sheets, etc.2Until superceded or no longer applicable--Departmental PolicyBureau of Street Environmental ServicesBudgetInstructions2Until superceded or no longer applicable--Departmental PolicyBureau of Street Environmental ServicesBudgetCompleted Budgets3Copies available2 years3 yearsDepartmental PolicyBureau of Street Environmental ServicesPersonnelOSHA Logs25 years5 yearsDepartmental PolicyBureau of Street Environmental ServicesPersonnelSafety Records23 years3 yearsDepartmental PolicyBureau of Street Environmental ServicesPersonnelOSHA Logs25 years5 yearsDepartmental PolicyBureau of Street Environmental ServicesPersonnelSafety Records23 years3 yearsDepartmental PolicyBureau of Street Environmental ServicesPersonnelPersonnel Records1All official personnel records kept by GSA-HR--Departmental PolicyBureau of Street Environmental ServicesPersonnelRequisitions, Justifications, etc.3After 2nd year; copies available from GSA-HR2 years-Departmental PolicyBureau of Street Environmental ServicesPersonnelCertifications, As-Needed Lists, etc.2Until superceded or no longer applicable--Departmental PolicyBureau of Street Environmental ServicesPersonnelInterviews, Test Results, etc.2Until no longer needed--Departmental PolicyBureau of Street Environmental ServicesSupporting DocumentsNotices for Cites and Warnings3After 5th year1 year4 yearsDepartmental PolicyBureau of Street Environmental ServicesSupporting DocumentsCitations for Cites and Warnings3Storage time may be extended due to court action1 year4 yearsDepartmental PolicyBureau of Street Environmental Services/Urban ForestryPersonnelPersonnel Records1All official personnel records kept by GSA-HRPermanentDepartmental PolicyBureau of Street Environmental Services/Urban ForestryPersonnelRequisitions, Justifications1Copies available from GSA-HRPermanentDepartmental PolicyBureau of Street Environmental Services/Urban ForestryPersonnelCertifications, Temp Exempt Lists2Until superseded or expired1 yearDepartmental PolicyBureau of Street Environmental Services/Urban ForestryPersonnelOSHA Logs25 years5 yearsDepartmental PolicyBureau of Street Environmental Services/Urban ForestryPersonnelSafety Records23 years3 yearsDepartmental PolicyBureau of Street Environmental Services/Urban ForestryID Work ActivityEstimates25 years5 yearsDepartmental PolicyBureau of Street Environmental Services/Urban ForestryID Work ActivityService Requests22 years2 yearsDepartmental PolicyBureau of Street Environmental Services/Urban ForestryID Work ActivityWork Orders25 years5 yearsDepartmental PolicyBureau of Street Environmental Services/Urban ForestryID Work ActivityEmergency Call-In Log22 years2 yearsDepartmental PolicyBureau of Street Environmental Services/Urban ForestryEquipmentEquipment Sign-Out Sheets21 year1 yearDepartmental PolicyBureau of Street Environmental Services/Urban ForestryPurchasingPurchase Orders, Contracts, Blanket PO's, Requisitions.2Copies available from the controller1yearDepartmental PolicyBureau of Street Environmental Services/Urban ForestryPurchasingDirectives1Until supersededPermanentDepartmental PolicyBureau of Street Environmental Services/Urban ForestryPurchasingInstructions1Until supersededPermanentDepartmental PolicyBureau of Street Environmental Services/Urban ForestryBudgetBaseline25 years5 yearsDepartmental PolicyBureau of Street Environmental Services/Urban ForestryBudgetInstructions2Until superseded1 yearDepartmental PolicyBureau of Street Environmental Services/Urban ForestryBudgetCompleted Budgets2Copies available5 yearsDepartmental PolicyBureau of Street Environmental Services/Urban ForestryBudgetJob Order and TPA Logs3After 2nd year2 years-Departmental PolicyBureau of Street Environmental Services/Urban ForestryCorrespondenceGeneral25 years2 years3 yearsDepartmental PolicyBureau of Street Environmental Services/Urban ForestryCorrespondenceDirector's Numbered Letters1PermanentPermanentDepartmental PolicyBureau of Street Environmental Services/Urban ForestryCorrespondenceLegal (lawsuits, etc.)1PermanentPermanentDepartmental PolicyBureau of Street Environmental Services/Urban ForestryCorrespondenceDirectives1Until supersededPermanentDepartmental PolicyBureau of Street Environmental Services/Urban ForestryCorrespondenceInstructions2Until not applicableDepartmental PolicyBureau of Street Environmental Services/Urban ForestryTimeroll HardcopyWork Report26 years2 years4 yearsDepartmental PolicyBureau of Street Environmental Services/Urban ForestryTimeroll HardcopyMonthly Timeroll Amendments26 years2 years4 yearsDepartmental PolicyBureau of Street Environmental Services/Urban ForestryTimeroll HardcopyDaily Overtime Report26 years2 years4 yearsDepartmental PolicyBureau of Street Environmental Services/Urban ForestryTimeroll HardcopyLaborer/Truck Driver Sign-In Sheets3After 5th year1 year4 yearsDepartmental PolicyBureau of Street Environmental Services/Urban ForestryPermits and ApplicationsTree Installation1PermanentPermanentDepartmental PolicyBureau of Street Environmental Services/Urban ForestryPermits and ApplicationsTree RemovalPermanentPermanentDepartmental PolicyBureau of Street Environmental Services/Urban ForestryPermits and ApplicationsComplaint Related Correspondence3To be filed in Complaint file2 years3 yearsDepartmental PolicyBureau of Street Environmental Services/Urban ForestryPermits and ApplicationsPermit Related Correspondence3To be filed in Permit fileSee specific type of permitSee specific type of permitDepartmental PolicyBureau of Street Environmental Services/Urban ForestryReportsCites and Warnings2After 5th year2 years3 yearsDepartmental PolicyBureau of Street Environmental Services/Urban ForestryReportsBillings3After 5th year2 years3 yearsDepartmental PolicyBureau of Street Environmental Services/Urban ForestryReportsTelephone Usage2After 1st year1 year-Departmental Policy?? ................
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