Department Contact: David Steinberg Contact Phone Number: (415) 554-6950 Date: November 2017 Division Record Category TYPE OF RECORD RETENTION CATEGORY RETENTION PERIOD REMARKS Total On Site Off Site Director's Office: Admin/Public Affairs/News Rack Program Financial Accounting Documents; Purchase Orders, etc. 2 Destroyed after 4th year 4 years N/A Departmental Policy Director's Office: Admin/Public Affairs/News Rack Program Reports/Records Annual Reports 2 Permanent Permanent N/A Departmental Policy Director's Office: Admin/Public Affairs/News Rack Program Meeting Records Audio Recordings of Meetings 2 Erased after 2nd year 2 years N/A Departmental Policy Director's Office: Admin/Public Affairs/News Rack Program Administration Calendar (Director's) 2 After 2nd year. 2 years N/A Departmental Policy Director's Office: Admin/Public Affairs/News Rack Program Reports/Records Departmental Digest/Orders 2 Permanent Permanent N/A Departmental Policy
Director's Office: Admin/Public Affairs/News Rack Program Administration Emails 2 When no longer needed unless they contain info required to be maintained. N/A N/A Departmental Policy Director's Office: Admin/Public Affairs/News Rack Program Administration Forms 2 Until superceded or no longer in use Until superceded or no longer in use N/A Departmental Policy Director's Office: Admin/Public Affairs/News Rack Program Administration General Correspondence: Letters, Memos, etc. 2 Destroyed after 4th year 4 years N/A Departmental Policy Director's Office: Admin/Public Affairs/News Rack Program Meeting Records Meeting Agendas, Minutes 2 Destroyed after 4th year 4 years N/A Departmental Policy Director's Office: Admin/Public Affairs/News Rack Program Administration Miscellaneous: Brochures, Newsletters, Catalogues, Magazines 2 Until superceded Until superceded N/A Departmental Policy Director's Office: Admin/Public Affairs/News Rack Program Permits News Rack Certificates 2 Permanent Permanent N/A Departmental Policy
Financial Management & Admin.: Accounting Financial Project Files: Grant 2 Destroyed after 5 years Until final audit 5 years Departmental Policy Financial Management & Admin.: Accounting Financial Project Files: NonGrant 2 Destroyed after 5 years 3 years after project completion 2 years Departmental Policy Financial Management & Admin.: Accounting Financial Job Orders 2 Destroyed after 5 years 3 years after J.O. is closed 2 years Departmental Policy Financial Management & Admin.: Accounting Financial FAMIS Reports 2 Destroyed after 6 years 3 years 3 years Departmental Policy Financial Management & Admin.: Accounting Financial FPS Reports 2 Destroyed after 6 years 3 years 3 years Departmental Policy Financial Management & Admin.: Accounting Agreements AsNeeded Master Agreements 2 Destroyed after 5 years 3 years after expiration date 2 years Departmental Policy Financial Management & Admin.: Accounting Financial Receipts Processing Forms 2 Destroyed after 5 years 3 years 2 years Departmental Policy Financial Management & Admin.: Accounting Financial Revolving Fund Cancelled Checks 2 Destroyed after 5 years 3 years 2 years Departmental Policy Financial Management & Admin.: Accounting Financial Work Orders 2 Destroyed after 5 years 3 years 2 years Departmental Policy Financial Management & Admin.: Accounting Financial Delivery Orders 2 Destroyed after 5 years 3 years 2 years Departmental Policy
Financial Management & Admin.: Accounting Financial Foreman's Requisitions 2 Destroyed after 5 years 3 years 2 years Departmental Policy Financial Management & Admin.: Accounting Financial Asphalt Plant Production Costs 2 Destroyed after 5 years 3 years 2 years Departmental Policy Financial Management & Admin.: Accounting Personnel Accident Reports 2 Destroyed after 5 years 3 years 2 years Departmental Policy Financial Management & Admin.: Accounting Equipment Reports of Damage to City Property 2 Destroyed after 5 years 3 years 2 years Departmental Policy Financial Management & Admin.: Accounting Equipment Store Withdrawal Tags 2 Destroyed after 5 years 3 years 2 years Departmental Policy Financial Management & Admin.: Accounting Equipment Gas, Oil Repts/Auto Equip Repair Repts 2 Destroyed after 5 years 3 years 2 years Departmental Policy Financial Management & Admin.: Accounting Financial Account Receivable 2 Retain 1 year after scanning Continuous 2 years Departmental Policy Financial Management & Admin.: Contract Admin. Contracts Contract Specification 2 After NTP (Construction Management IDC/BDC Contract Prep maintains archives) Up to NTP At Least 20 Years Departmental Policy
Cowcap Retention Financial Management & Admin.: Finance & Budget Budget Indirect Cost Plan Supporting Documents - Caltrans Audited 2 5 years 5 years Departmental Policy – same as Controller’s Cowcap Supporting Document Retention Financial Management & Admin.: Finance & Budget Budget Indirect Cost Plan Supporting Documents - unaudited 1 Indefinitely 10 years Departmental Policy Financial Management & Admin.: Finance & Budget Budget Overhead Rate Adjustments - Supporting Documents 1 Indefinitely 10 years Departmental Policy Financial Management & Admin.: Finance & Budget Budget Final Approved Budgets – Turnaround Reports 1 Indefinitely Indefinitely – store Departmental Policy
litigation or review by regulatory agency pending Financial Management & Admin.: Personnel Personnel Performance & training docs. 2 5 years after final separation if there is no litigation or review by regulatory agency pending Until separated 5 years Departmental Policy Financial Management & Admin.: Personnel Personnel General employment history records 2 5 years after final separation if there is no litigation or review by regulatory agency pending Until separated 5 years Departmental Policy Financial Management & Admin.: Personnel Personnel Records of corrective action 2 5 years after final separation if there is no litigation or review by regulatory Until separated 5 years Departmental Policy
agency pending Financial Management & Admin.: Personnel Personnel Payroll records 2 5 years after final separation if there is no litigation or review by regulatory agency pending Until separated 5 years Departmental Policy Financial Management & Admin.: Personnel Administration Administration Files 2 Destroyed after 5 years if there is no litigation or review by regulatory agency pending 5 years N/A Departmental Policy Financial Management & Admin.: Personnel Personnel Discrimination & harassment complaints, investigations & resolutions 2 5 years after final separation if there is no litigation or review by regulatory agency pending 5 years N/A Departmental Policy
review by regulatory agency pending Financial Management & Admin.: Personnel Personnel Recruitment files, including applications & resumes 2 5 years after final separation if there is no litigation or review by regulatory agency pending 5 years N/A Departmental Policy Financial Management & Admin.: Personnel Personnel Conflict of interest statements 2 Destroyed after 7 years if there is no litigation or review by regulatory agency pending 7 years N/A Departmental Policy Financial Management & Admin.: Personnel Personnel Unfair labor practice complaints or contract disputes 2 Destroyed after 5 years if there is no litigation or review by regulatory agency pending 5 years N/A Departmental Policy
Financial Management & Admin.: Personnel Personnel Sealed documents 2 5 years after final separation if there is no litigation or review by regulatory agency pending 5 years N/A Departmental Policy Financial Management & Admin.: Personnel Personnel Worker's compensation records 2 "" "" 5 years N/A Departmental Policy Financial Management & Admin.: Personnel Personnel Employment History 2 N/A Until separated Departmental Policy Financial Management & Admin.: Personnel Personnel PARS 2 15 months after separation date Until separated 15 months Departmental Policy Financial Management & Admin.: Personnel Personnel OEPF Transmittal Receipts 2 Destroyed w/employee's personnel file Until separated 5 years Departmental Policy Financial Management & Admin.: Personnel Personnel Ins Form I9 File 2 3 years or 1 year after the separation whichever is longer N/A N/A Departmental Policy Financial Management & Admin.: Personnel Personnel Oath of Allegiance 2 5 years after final separation if no litigation or review by Until separated 5 years Departmental Policy
Financial Management & Admin.: Personnel Personnel Personnel Requisitions 2 Until canceled or expired Until canceled/ expired N/A Departmental Policy Financial Management & Admin.: Personnel Personnel Rules, Policies & Procedures 2 Until superceded Until superceded N/A Departmental Policy Financial Management & Admin.: Personnel Personnel CSC Rules 2 Until superceded Until superceded N/A Departmental Policy Financial Management & Admin.: Personnel Personnel Personnel Policies & Procedures 2 Until superceded Until superceded N/A Departmental Policy Financial Management & Admin.: Personnel Personnel Payroll/Personnel Procedures Manual 2 Until superceded Until superceded N/A Departmental Policy Financial Management & Admin.: Personnel Personnel Department Policy Book 2 Until superceded Until superceded N/A Departmental Policy Financial Management & Admin.: Personnel Reports Reports 2 When no longer needed N/A N/A Departmental Policy Financial Management & Admin.: Personnel Reports CSC Weekly Report 2 When no longer needed N/A N/A Departmental Policy Financial Management & Admin.: Personnel Reports CSC Seniority Roster 2 When no longer needed N/A N/A Departmental Policy Financial Management & Admin.: Personnel Reports FPS BiWeekly Reports 2 When no longer needed N/A N/A Departmental Policy
Financial Management & Admin.: Personnel Administration Forms 2 Until superceded Until superceded N/A Departmental Policy Financial Management & Admin.: Personnel Administration Brochures 2 When superceded Until superceded N/A Departmental Policy Financial Management & Admin.: Personnel Administration Duplicates of memo, letter, computer printout & etc. 2 When no longer needed N/A N/A Departmental Policy Financial Management & Admin.: Personnel Administration Phone messages & slips 2 When no longer needed N/A N/A Departmental Policy Buildings Design & Construction Division (BDC) Project Management Project Funding; Grants, Appropriations, Budgets 2 10 years after project After project close-out 10 years after project FEMA/State & Federal grant funded projects must be retained min 3 yrs after final audit Buildings Design & Construction Division (BDC) Project Management Project Schedules & Status Reports 2 10 years after project 1 year or after project close-out 10 years after project FEMA/State & Federal grant funded projects must be retained min 3 yrs after final audit Buildings Design & Construction Division (BDC) Project Management Consultant & Contractor Selection Process; RFQ's/Bids 2 10 years after project 1 year or after project close-out 10 years after project FEMA/State & Federal grant funded projects must be retained
min 3 yrs after final audit Buildings Design & Construction Division (BDC) Project Management Consultant Contract Management 2 10 years after project After project close-out 10 years after project FEMA/State & Federal grant funded projects must be retained min 3 yrs after final audit Buildings Design & Construction Division (BDC) Architectural Services General Programming & Planning 2 Offer drawing of value to Public Library before destroying After project close-out 10 years after project FEMA/State & Federal grant funded projects must be retained min 3 yrs after final audit Buildings Design & Construction Division (BDC) Architectural Services General Design 2 Offer drawing of value to Public Library before destroying After project close-out 10 years after project FEMA/State & Federal grant funded projects must be retained min 3 yrs after final audit Buildings Design & Construction Division (BDC) Architectural Services Construction Drawings, Specifications 2 Offer to Public Library History Room before destroying 1 year or after project close-out Until building or project area is Departmental Policy
close-out Buildings Design & Construction Division (BDC) Architectural Services Addenda, Change Orders, Drawings 2 Offer to Public Library History Room before destroying 1 year or after project close-out Until building or project area is Departmental Policy Buildings Design & Construction Division (BDC) Architectural Services Permits and Approvals 2 10 years after project After 10 years after project FEMA/State & Federal grant funded projects must be retained min 3 yrs after final audit Buildings Design & Construction Division (BDC) Construction Management Construction ContractorContract Management 2 10 years after project 1 year or after project close-out 10 years after project FEMA/State & Federal grant funded projects must be retained min 3 yrs after final audit Buildings Design & Construction Division (BDC) Construction Management Modification and Payments 2 10 years after project 1 year or after project close-out 10 years after project FEMA/State & Federal grant funded projects must be retained
min 3 yrs after final audit Buildings Design & Construction Division (BDC) Construction Management Inspection and Testing Reports 2 10 years after project 1 year or after project close-out 10 years after project FEMA/State & Federal grant funded projects must be retained min 3 yrs after final audit Buildings Design & Construction Division (BDC) Construction Management Close-out Documents/Warranties 2 10 years after project 1 year or after project close-out 10 years after project FEMA/State & Federal grant funded projects must be retained min 3 yrs after final audit Buildings Design & Construction Division (BDC) Facilities Management Facility Inventory and Facility Condition Reports 2 Until superseded Until superseded N/A Departmental Policy Buildings Design & Construction Division (BDC) Facilities Management Capital Improvement Program requests and appropriations 2 Permanent 5 years for Inactive Storage Departmental Policy Buildings Design & Construction Division (BDC) Facilities Management Facility Planning Reports, Master Plans, Bond Program Proposals 2 Offer to Public Library History Room prior to destroying 5 years or, if actively under way, after 20 years Departmental Policy
is completed Buildings Design & Construction Division (BDC) Budget Annual Bureau Budget 2 Destroy after 7 years 2 years 5 years Departmental Policy Buildings Design & Construction Division (BDC) Administration BDC Integrated Project Database 2 Permanent 5 years after each project close-out archive for Inactive Storage Departmental Policy Buildings Design & Construction Division (BDC) Administration Forecasts; Advertising Schedule, Workload and Staffing Forecast 2 Electronically archive for inactive storage 2 years 5 years Departmental Policy Buildings Design & Construction Division (BDC) Administration Annual, Quarterly, Monthly Status and Performance Reports 2 Destroy after 7 years 2 years 5 years Departmental Policy Buildings Design & Construction Division (BDC) Administration Senior Staff Meeting Notes 2 Destroy after 7 years 2 years 5 years Departmental Policy
Construction Management (BDC/IDC) Contracts Cost Estimating Books and Updates 2 Until superseded Until superseded N/A Departmental Policy Construction Management (BDC/IDC) Equipment Facility, Furniture & Vehicle Inventory 2 Until superseded Until superseded N/A Departmental Policy Construction Management (BDC/IDC) Administration Field Notes and Survey Records 2 Permanent Record 1 year after project close-out Record Departmental Policy Construction Management (BDC/IDC) Financial Financing Documents (Payment Records) 2 Destroy after 10th year 1 year after project close-out 10 years Departmental Policy Construction Management (BDC/IDC) Administration Reports 2 After 2 years 1 year after project close-out 2 years Departmental Policy Construction Management (BDC/IDC) Contracts Plans 2 Permanent Record 1 year after project close-out Record Departmental Policy
Infrastructure Design & Construction Division (IDC) Administration Policies & Directives: City, Public Works, IDC, Division, Section Policies & Directives 2 Until superseded Until superseded Departmental Policy Infrastructure Design & Construction Division (IDC) Administration Organization: Organization Charts 2 Until superseded Until superseded Departmental Policy Infrastructure Design & Construction Division (IDC) Budget Annual Budget: Requested & Approved Budgets 2 3 years 3 years Departmental Policy Infrastructure Design & Construction Division (IDC) Administration Capital Improvements: Requested and approved gas tax and general fund CIP project lists and data sheets 2 5 years 5 years Departmental Policy Infrastructure Design & Construction Division (IDC) Personnel Personnel: Memos and requests for personnel actions 2 2 years 2 years Departmental Policy Infrastructure Design & Construction Division (IDC) Personnel Training: Training programs, requests, etc. 2 2 years 2 years Departmental Policy Infrastructure Design & Construction Division (IDC) Administration Incoming Correspondence: All correspondence received by Section and filed in chronological order 2 2 years 2 years Departmental Policy Infrastructure Design & Administration Outgoing Correspondence: All correspondence originated in 2 2 years 2 years Departmental Policy
Infrastructure Design & Construction Division (IDC) Projects Cost Control Reports: IDC Project Cost Control Reports and related data 2 Until superseded by most current report Until superseded by most current report Departmental Policy Infrastructure Design & Construction Division (IDC) Projects Job Order File: Project file for each job order, including job order and modifications, correspondence, MOU, etc. 2 Transfer to inactive when JO closed; discard five years after JO closed Transfer to inactive when JO closed. Departmental Policy Infrastructure Design & Construction Division (IDC) Projects Personal Service Contracts: RFP; Agreement; Appointment; progress payments; modifications, etc. 2 20 years after termination of contract Five years after termination of contract Departmental Policy Infrastructure Design & Construction Division (IDC) Central Contract Plans: Tracings; drawings. 2 Permanent Permanent Departmental Policy Infrastructure Design & Construction Division (IDC) Central Contract Documents: Specifications; Special provisions; Addenda. 2 Permanent Permanent Departmental Policy Infrastructure Design & Construction Division (IDC) Central Archives Standards: Standard Plans. 2 Permanent Permanent Departmental Policy Infrastructure Design & Infrastructure Road Structures: Bridges, tunnels, retaining walls, 2 Permanent Permanent Departmental Policy
Construction Division (IDC) stairways, and other City-owned road structures. Infrastructure Design & Construction Division (IDC) Infrastructure AWSS: AWSS pipes; cisterns; etc. 2 Permanent Permanent Departmental Policy Infrastructure Design & Construction Division (IDC) Infrastructure Soil: Soil reports; boring records, subsidence; slope protection. 2 Permanent Permanent Departmental Policy Infrastructure Design & Construction Division (IDC) Infrastructure City Trees: Tree management; tree inventory; other related documents and records. 2 Permanent Permanent Departmental Policy Infrastructure Design & Construction Division (IDC) Technical References Structural: Structural studies, analyses, design calculations. 2 Discard when no longer useful for reference Discard when no longer useful for reference Departmental Policy Infrastructure Design & Construction Division (IDC) Technical References Electrical: Electrical engineering studies, analyses, design calculations. 2 Discard when no longer useful for reference Discard when no longer useful for reference Departmental Policy
Infrastructure Design & Construction Division (IDC) Technical References Mechanical: Mechanical engineering studies, analyses, design calculations. 2 Discard when no longer useful for reference Discard when no longer useful for reference Departmental Policy Bureau of Street-Use & Mapping Permits Transit Shelter Permits 2 Retain one copy at BSM's office Until contract ends N/A Departmental Policy Bureau of Street-Use & Mapping Permits Payphone Permits 2 Retain one copy at BSM's office Until superceded N/A Departmental Policy Bureau of Street-Use & Mapping Permits Additional Street Space 1 5 years after expiration Until expired 5 years Departmental Policy Bureau of Street-Use & Mapping Permits Newsracks 1 Once scanned, destroy Indefinitely N/A Departmental Policy Bureau of Street-Use & Mapping Permits Noise 3 2 years after expiration Until expired 2 years Departmental Policy Bureau of Street-Use & Mapping Codes & Regulations Public Works Code 1 Retain copy in bureau library Until superceded N/A Departmental Policy Bureau of Street-Use & Mapping Codes & Regulations Public Works Orders/Regulations 1 Retain copy in bureau Until superceded N/A Departmental Policy Bureau of Street-Use & Mapping Agreements Memorandum of Understanding 1 Retain copy in bureau Until superceded N/A Departmental Policy
Bureau of Street-Use & Mapping Permits Utility Excavation Permits 3 10 years after issuance 2 years 8 years Departmental Policy Bureau of Street-Use & Mapping Permits Encroachment Permits 1 Retain recorded permits and approved plans in street files Indefinitely N/A Departmental Policy Bureau of Street-Use & Mapping Permits Street Excavation Permits 3 5 years after issuance 3 years 2 years Departmental Policy Bureau of Street-Use & Mapping Permits Street Improvement Permits 1 Retain recorded permits and approved plans in street files Indefinitely N/A Departmental Policy Bureau of Street-Use & Mapping Permits Temporary Occupancy Permits 3 5 years after issuance As long as use is active 2 years Departmental Policy Bureau of Street-Use & Mapping Permits Tank Abandonment, Install/Removal 1 Retain recorded permit Indefinite N/A Departmental Policy Bureau of Street-Use & Mapping Inspections Inspection Reports 2 5 years Until completed 5 years Departmental Policy
Bureau of Street-Use & Mapping Subdivisions Subdivision Application Files 1 Consult attorney for disposition Indefinitely Departmental Policy Bureau of Street-Use & Mapping Undergrounding Underground Petitions(no assessment) Rule 20A 2 Completion of construction Completion of N/A Departmental Policy Bureau of Street-Use & Mapping Assessments Assessment Petitions 2 Approximately 5 years following construction Completion of assessment N/A Departmental Policy Bureau of Street-Use & Mapping Undergrounding Underground Legislation 1 Retain one copy Retain one copy N/A Departmental Policy Bureau of Street-Use & Mapping Assessment Assessment Legislation 1 Retain one copy Retain one copy N/A Departmental Policy Bureau of Street-Use & Mapping Reports Engineer's Report 2 Approx. 5 years following construction Completion of assessment N/A Departmental Policy Bureau of Street-Use & Mapping Budget Bureau Annual Budget 2 Until superseded 1 year N/A Departmental Policy Bureau of Street-Use & Mapping Administration Policies & Procedures 2 Until superseded Until superseded N/A Departmental Policy
Bureau of Street & Sewer Repair Personnel Personnel Records 1 All official personnel records kept by GSA-HR Permanent Departmental Policy Bureau of Street & Sewer Repair Personnel Requisitions, Justifications 1 Copies available from GSA-HR Permanent Departmental Policy Bureau of Street & Sewer Repair Personnel Certifications, Temp Exempt Lists 2 Until superseded or expired 1 year Departmental Policy Bureau of Street & Sewer Repair Personnel OSHA Logs 2 5 years 5 years Departmental Policy Bureau of Street & Sewer Repair Personnel Safety Records 2 3 years 3 years Departmental Policy Bureau of Street & Sewer Repair ID Work Activity Estimates 2 5 years 5 years Departmental Policy Bureau of Street & Sewer Repair ID Work Activity Service Requests 2 2 years 2 years Departmental Policy Bureau of Street & Sewer Repair ID Work Activity Work Orders 2 5 years 5 years Departmental Policy Bureau of Street & Sewer Repair ID Work Activity Emergency Call-In Log 2 2 years 2 years Departmental Policy Bureau of Street & Sewer Repair Equipment Equipment Sign-Out Sheets 2 1 year 1 year Departmental Policy
extended due to court action Bureau of Street Environmental Services Correspondence Directives/Instructions 2 Until superceded or no longer applicable - - Departmental Policy Bureau of Street Environmental Services Timeroll Hardcopy Supervisor's Daily Sheets 3 After 5th year 1 year 4 years Departmental Policy Bureau of Street Environmental Services Timeroll Hardcopy Weekly Timesheet reports 3 After 5th year 1 year 4 years Departmental Policy Bureau of Street Environmental Services Timeroll Hardcopy Timeroll Amendments 3 After 5th year 1 year 4 years Departmental Policy Bureau of Street Environmental Services Timeroll Hardcopy Daily Timesheets, Overtime Sheets, Time-off Requests 3 After 5th year 1 year 4 years Departmental Policy Bureau of Street Environmental Services Timeroll Hardcopy Laborer/Truck Driver Sign-In Sheets 3 After 5th year 1 year 4 years Departmental Policy Bureau of Street Environmental Services Codes & Ordinances Street Cleaning 2 Until superceded or no longer applicable - - Departmental Policy Bureau of Street Environmental Services Purchasing PO's, Requisitions, TPAs, Contracts, etc. 3 After 2nd year 2 years - Departmental Policy
Bureau of Street Environmental Services Purchasing Directives, Instructions 2 Until superceded or no longer applicable - - Departmental Policy Bureau of Street Environmental Services Purchasing Job Order and TPA Logs 3 After 2nd year 2 years - Departmental Policy Bureau of Street Environmental Services Budget Work Sheets, etc. 2 Until superceded or no longer applicable - - Departmental Policy Bureau of Street Environmental Services Budget Instructions 2 Until superceded or no longer applicable - - Departmental Policy Bureau of Street Environmental Services Budget Completed Budgets 3 Copies available 2 years 3 years Departmental Policy Bureau of Street Environmental Services Personnel OSHA Logs 2 5 years 5 years Departmental Policy Bureau of Street Environmental Services Personnel Safety Records 2 3 years 3 years Departmental Policy Bureau of Street Environmental Services Personnel OSHA Logs 2 5 years 5 years Departmental Policy Bureau of Street Environmental Services Personnel Safety Records 2 3 years 3 years Departmental Policy
Bureau of Street Environmental Services Personnel Personnel Records 1 All official personnel records kept by GSA-HR - - Departmental Policy Bureau of Street Environmental Services Personnel Requisitions, Justifications, etc. 3 After 2nd year; copies available from GSA-HR 2 years - Departmental Policy Bureau of Street Environmental Services Personnel Certifications, As-Needed Lists, etc. 2 Until superceded or no longer applicable - - Departmental Policy Bureau of Street Environmental Services Personnel Interviews, Test Results, etc. 2 Until no longer needed - - Departmental Policy Bureau of Street Environmental Services Supporting Documents Notices for Cites and Warnings 3 After 5th year 1 year 4 years Departmental Policy Bureau of Street Environmental Services Supporting Documents Citations for Cites and Warnings 3 Storage time may be extended due to court action 1 year 4 years Departmental Policy Bureau of Street Environmental Services/Urban Forestry Personnel Personnel Records 1 All official personnel Permanent Departmental Policy
records kept by GSA-HR Bureau of Street Environmental Services/Urban Forestry Personnel Requisitions, Justifications 1 Copies available from GSA-HR Permanent Departmental Policy Bureau of Street Environmental Services/Urban Forestry Personnel Certifications, Temp Exempt Lists 2 Until superseded or expired 1 year Departmental Policy Bureau of Street Environmental Services/Urban Forestry Personnel OSHA Logs 2 5 years 5 years Departmental Policy Bureau of Street Environmental Services/Urban Forestry Personnel Safety Records 2 3 years 3 years Departmental Policy Bureau of Street Environmental Services/Urban Forestry ID Work Activity Estimates 2 5 years 5 years Departmental Policy Bureau of Street Environmental Services/Urban Forestry ID Work Activity Service Requests 2 2 years 2 years Departmental Policy Bureau of Street Environmental Services/Urban Forestry ID Work Activity Work Orders 2 5 years 5 years Departmental Policy
Bureau of Street Environmental Services/Urban Forestry ID Work Activity Emergency Call-In Log 2 2 years 2 years Departmental Policy Bureau of Street Environmental Services/Urban Forestry Equipment Equipment Sign-Out Sheets 2 1 year 1 year Departmental Policy Bureau of Street Environmental Services/Urban Forestry Purchasing Purchase Orders, Contracts, Blanket PO's, Requisitions. 2 Copies available from the controller 1year Departmental Policy Bureau of Street Environmental Services/Urban Forestry Purchasing Directives 1 Until superseded Permanent Departmental Policy Bureau of Street Environmental Services/Urban Forestry Purchasing Instructions 1 Until superseded Permanent Departmental Policy Bureau of Street Environmental Services/Urban Forestry Budget Baseline 2 5 years 5 years Departmental Policy Bureau of Street Environmental Services/Urban Forestry Budget Instructions 2 Until superseded 1 year Departmental Policy Bureau of Street Environmental Services/Urban Forestry Budget Completed Budgets 2 Copies available 5 years Departmental Policy
Bureau of Street Environmental Services/Urban Forestry Budget Job Order and TPA Logs 3 After 2nd year 2 years - Departmental Policy Bureau of Street Environmental Services/Urban Forestry Correspondence General 2 5 years 2 years 3 years Departmental Policy Bureau of Street Environmental Services/Urban Forestry Correspondence Director's Numbered Letters 1 Permanent Permanent Departmental Policy Bureau of Street Environmental Services/Urban Forestry Correspondence Legal (lawsuits, etc.) 1 Permanent Permanent Departmental Policy Bureau of Street Environmental Services/Urban Forestry Correspondence Directives 1 Until superseded Permanent Departmental Policy Bureau of Street Environmental Services/Urban Forestry Correspondence Instructions 2 Until not applicable Departmental Policy Bureau of Street Environmental Services/Urban Forestry Timeroll Hardcopy Work Report 2 6 years 2 years 4 years Departmental Policy Bureau of Street Environmental Services/Urban Forestry Timeroll Hardcopy Monthly Timeroll Amendments 2 6 years 2 years 4 years Departmental Policy