San Diego Mayor's Office Records Disposition Policy

7/27/2019 San Diego Mayor's Office Records Disposition Policy

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RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO, Schedule No. Record S.ne. No.

. 1 1ORIGINATlNQ DEPARTMENT RECORDS SERIES TITLEMAYOR ADMINISTRATIVE POLICY FILES .

RETENTION PERIODRECORDSCOPIES BY DIVISiON DR SECTION COPY DESIGNATION DEPARTMENT CENTER TOTAL

MAYOR a. ORIGINAL 4 Permenent Permanentb, DUPLICATE Term of .- Term ofOffice Office'

RECORD SERIES DESCRIPTION (Purpose, content, and method of filing):ADMINISTRATIVE POLICY FILES are items which establish department andror City pol icy and procedures; opossess 'permanent historical or administrative value. These could document both the program and administrativfunctions of the department, and could be of an ongoing or one-time basis.Includes Mayor's Subject Files, and correspondence of the Mayor. Contains memoranda, reports, correspondenceworking papers, notes, charts, and other writings which' document substantive programs and administrativpolicies.The "Mayor's Alpha File' contains duplicate' copies of correspondence maintained In the "Mayor's Subject FilesThese records are arranged alphabetically by name of addressee and are used as cross-reference. They may bhandled as duplicate files.Approved: April 23, 1984.Revised: October 16; 2000. Eliminated "records g e n e ~ a t e d by other staff' from description.

..APPROVED BY:CITY CLERK DEPARTMENT He.a,D" " ) CITY ATIORNEY

~ , ~ ~ / ) iMulk/iOf/ (J!UX( 0. a G Q - ~1c1V

Retention Criteria: (1) Minimum legal requirement for original records established by Goyernment Code sectio34090(d); (2) Administrative decision to retain materials beyond minimum legal requirement for purposes of fulfillinhistorical and administrative needs; (3) Minimum legal requirement fo r duplicate records established by GoyernmenCndJl section 34090 7

'

CC1570 (6/82)


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RECORDS RETENTION EVALUATION/CITY OF SAN DIEGOSciMlduio No. Record S.rle. No.1 2

OIIIGINATING DEPARTMENT RECOIIDS SERIES TITI.EMAYOR ADVISORY BOARD ON v'v'OMEN FILES(Deleted: October 16, 2000) .

RETENTION PERIOD.

RECORDSCOPIES BY DMSION OR SECTION COPY DESIGNATION DEPARTMENT CENTER TOTALMAYOR ORIGINAL 2 Permanent Permanent

RECORD SERIES DESCRIPTION (Purpose, content, and method of filing):The Advisory Board on Women was established for the purpose of advising the Mayor, City Council, and other Cityagencies of the needs and problems of women in the San Diego area and to recommend programs designed toalleviate any inequities which may confront women. Mayoral staff serves as secretary to this Board.Files include meeting agenda and minutes, membership rosters, memoranda, correspondence, annual reports,working notes, brochures, and. photos. These relate to promoting awareness of problems and recommendingprograms which will provide women in the San Diego are greater opportunity without discrimination. Files relateto subjects such as: child care services, credit application, discrimination, adequate housing, and employmentdiscrimination. .Files are arranged by subject.Approved: April 23, 1984.Deleted: October 16, 2000. Board no longer exists. Moved to Schedule 2 (see Schedule 2 Record Series No.2).

Retention Criteria: Minimum legal requirement established by Goyernment Code section 34090(d). Administrativedecision to retain material documenting the City's involvement in the rights of women.APPROVED BY:

CITY ATTORNEY

CC-15io (61821


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\RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO

Schedule No. Record Sen. . No1 3ORIGINATING DEPARTMENT RECORDS SERIES TITlEMAYOR APPOINTMENT CALENDARS

RETENTION PERIODRECORDSCOPIES BY DIVISiON OR SECTION COPY DESIGNATION DEPARTMENT CENTER TOTAL

MAYOR ORIGINAL (MAYOR) 2 . 2.

RECORD SERIES DESCRIPTION (Purpose, content, and method o f filing):APPOINTMENT CALENDARS serve as schedules for appointments, errands, meetings, and other notations. Theare maintained for the Mayor and other administrative staff.Appointment Calendars may be desk-size books, arranged chronologically; or such calendars may be maintaineelectronically. .Approved: April 23, 1984.Revised: October 16, 2000. Description changed and retention reduced from permanent to 2 years. When thesbegan to be maintained electronically, an investigation was undertaken which determined that there were noperational needs and no legal requirement to keep these records longer than 2 years. Also deleted copdesignation fo r "Staff"(which previously was kept fo r 2 years).

Retention Criteria: Minimum Ie al retention re uirement established b Goyernment Code section 34090(dl.APPROVED BY :

( ) CITY CLERKOOJCC-1570 (6/82)

DEPARTMENT HEAD' . ~

CITY ATTORNEY


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RECORDS RETENTION EVALUATION/CITY OF SAN DEGO Record Series No.

ORIGINATING DEPARTMENT RECORDS SERIES TITLE

AYOR BOARDS AND COHHISSIO:, APPOINTHENT FILESRETENTION PERIOD

COPIES BY DEPT'/SECTION COpy DESIGNATION DEPARTMENT REC. CENTER TOTALMAYOR ORIGINAL Term of P Po t t ~ c e .

RECORD SERIES DESCRIPTION (Purpose. content. and method of filinql:

San Diego City Cha rt er Sections 41 and 43 , and sever"l San Diego Municipal Codesect ions empower the Hayor to appoint, subject to the :onfirmation of the Council,members of various advisory boards, commissions and cCImittees. These f i l es c o ~ t a i ndata re la t ing to the appointments of persons to these )odies, along with informationon the responsibil i t ies to be assumed by each committE , .Files include, but are not lim ite d to: qual i f icat ion, resumes; memoranda and corre-spondence supporting the nominat ion of candidates f o ~ ~ p p o i n t m e n t ; copies of CH1472Request for Council Action re la t ing to confirmation " ' appointees; copies of Councilresolutions i nd ica ti ng indiv idua ls appointed or r e a p ~ ( i n t e d ; l i s t ings of board .mem-bers; le t te rs of appreciat ion to individuals who have 3erved on boards; and l e t t e r so f con fi rma ti on of appointment.These records refer to , among others; the Funds Commi .sion, Civil Service CommissionCity Planning Commission, Agricultural Board, Board Q Library Commissioners, StadiumAuthority Governing Board, Energy Advisory Boa rd , :::" ernational Affairs Board, NoiseAbatement and Control Board, Youth Gang Advisory B02r' , Relocation Appeals Board,Loan Committee, Histor ical Site Board, Park and Recre, tion Board, San Diego Qualityof Life Board, and Land Development Advisory Board.Files are generally arranged alphabetical ly by name c: board, commission or committe

Retention Criter ia: Minimum l ega l requirement e s t c b ~ i s h e d by Government Code sec t ion34090(d). Administrative decision to keep permanect_y records of Board s and Commissappointments in one central locat ion.Approved: April 23, 1984.

CITY ATTORNEYEPARTMENT HEADAPPROVED BY:CITY CLERK{ f ~;


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)

RECORDS RETENTION EVALUATION/CITY OF SAN DIEGOSchedule No; Record S.n No.1 5

ORIGINATING DEPARTMENT RECORDS SERIES TITLEMAYOR BUDGETS(Deleted: October 16, 2000)RETENTION PERIOD

RECORDSCOPIES SY DIVISiON OR SECTION COPY DESIGNATION DEPARTMENT CENTER TOTALMAYOR DUPLICATE Destroy - -

whenreferencevalueceases

RECORD SERIES DESCRIPTION (Purpose, content, and method of filing):BUDGETSinciude the City's Annual Budget, Proposed Budget;and Policy Budget. Ail three are printed, soft-covebooks.The Annual Budget is the final City budget and is the product of revisions which have been made to the ProposeBudget and the Policy Budget. Budget revisions are directed and approved by the City Council in the course obudget review meetings and public hearings. The Annual Budget contains the plan for operating the programs oeach City department; plans fo r Capital Improvement expenditures; summaries of proposed expenditures anrevenue; and analyses of expenditures; revenues and inter-fund transactions.The Proposed Budget is submitted by the City Manager to the City Council on or before the City Council's f irsmeeting in May of each year. It contains proposals for operating expenses for each City Department, proposalfor Capital Improvements;summaries of proposed expenditures and revenue, and analyses of expendituresrevenues and inter-fund transactions.The Policy Budget was first developed for the Rscal Year 1980 Budget. It assists the City Council in focusing uponthe policy issues within each departmentalbudget and highlights changes in the Capital Improvements ProgramIt is arranged in sections entitled: Economic and Legislative Consideration, Revenue, Budget Strategy, the OperatinBudget, and The Capital Improvements Budget..Approved: Apr il 23, 1984.Deleted: October 16, 2000. Record copy kept permanently by City Clerk.

Retention Criteria: Minimum legal requirement established by Goyernment Code section 34090.7.APPROVED BY,CITY CLERK

CC1570 16182)

CITY ATTORNEY~ Q Q a 8 C 0 l


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RECORDS RETENTION EVALUATION/CITY OF SAN DIEGOSchedule No. Record Seria No.1 6

ORIGINATING DEPARTMENT RECORDS SERIES TITLEMAYOR CITY CIIARTER(Deleted: October 16, 2000) .RETENTION PERIOD

RECORDSCOPIES BY DIVISION OR SECTION COpy DESIGNATION DEPARTMENT CENTER TOTALMAYOR DUPLICATE - -

RECORD SERIES DESCRIPTION (Purpose, content, and method of filing):The CITY CHARTER contains fundamental laws and principles which define and establish the City of San Dieg's organization of government. The current Charter was submittedto the qualified voters and ratif ied by them athe general municipal election held on April 7. 1931.The Charter is maintained in a looseleaf notebook containing articles which cover the areas of Corporate PowersNominations and Elections, Legislative Power, The Mayor, Executive and Administrative Service, Board oEducation, Finance, Civil Service, the Retirement of Employees, the Police..and Fire Retirement System, Firemen'.Relief and Pension Fund (repealed), Labor on Public Work (repealed), City Police Court (repealed), and otheprovisions.Current. Destroy superseded sections.Approved: April 23, 1984.Deleted: October 16, 2000. Original is maintained permanently by the City Clerk and the current Charter is nowavailable on line.

Retention Criteria: Minimum legal requirement established by Gpyernment Cpde section 34090.7.APPROVED BY:CITY CLERK D ~ ~ A A CITY ATTORNEY .--,~ l a l 1.-- ~ Ci. c::Jr;S(Cl,! l"'" PCC1570 (61821


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RECORDS RETENilON EVALUATION/CITY OF SAN DIEGOSchedule No. Record S.riea No1 7

ORIGINATING DEPARTMENT RECORDS SERIES TITlEMAYOR CITY ORGANIZATION CI/ARTS(Deleted: October 16, 2000). RETENTION PERIOD

RECORDSCOPIES BY DIVISiON OR SECTION COpy DESIGNATION DEPARTMENT CENTER TOTALMAYOR DUPLICATE -

RECORD SERIES DESCRIPTION (Purpose, content, and method of filing):CITY ORGANIZATION CHARTS are contained in a looseleaf binder and indicate the administrative functionstructure for each City department. This binder also contains statements of the organization and purpose of eadepartment, written statements of objectives, and departmental descriptions.The binder is arranged alphabetically by departmel)t name.. Destroy when superseded or no longer needed for reference.Approved: April 23, 1984.Deleted: October 16, 2000. Record copy is maintained by the Personnel Department.

Retention Criteria: Minimum legal requirement established by Goyernment Code section 34090.7 ..APPROVED BY:CITY CLERK DEPARTMENT HEAD CITY ATTORNEY

~ ~ ' l " / - A l j 1 ~ C}LwCz Q G t ~ W G 0 1cc-, 570 (6182l


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RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO Record Series No. 8


MAYOR CONFERENCE FILESRETENTION PERIOD

COPIES BY DEPT.lSECTION COpy DESIGNATION DEPARTMENTI REG. CENTER TOTALMAYOR NONRECORD Destroywmen no longErneeded tOT reterence.

IIIRECORD SERIES DESCRIPTION (Purpose, content. and method of filinQl:

Conference Mate ria ls a re contained in binders and include data relating to variousconferences to which the Mayor has been invi ted .Material s inc lude news releases , conference schedules, art ic l es , agendas, corres-pondence, memoranda, and background information. These relate to conferencessuch as th e United States Conference of Mayors, League o f Ca lif or ni a Cities , andthe Japan/American Conference of Mayors.Files are arranged chronological ly by conference date, and thereunder by t i t l eof conference.

Retent ion Criteria:City of San Diego's(11/16/81) and City

Retention established by "Legal Issues Paper Regarding theAuthority to Destroy Records and Identify Writing as Nonrecords"of San Diego Ordinance No. 15761 - Defini t ion of Nonrecord.Approved: April 23 , 1984.

vIC-1570 (6-821

APPROVED BY:

I ~ ~ ~ . DEPARTMENT HEAD CITY ATTORNEYJ.1{1. : J ; ~ ' ; ~ / A _ J - c '5- -\-\. ~ " " ~ ..


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RECORDS RETENTION EVALUATION/CITY OF SAN DIEC 0 Record Series No. 9


AYOR CORRESPONDENCE - ROUTI'"FRETEN:rION PERIOD

COPIES BY OEPT./SECTION copy DESIGNATION - PAATMENT\ REC,CENTER TOTALHAYOR ORIGINAL 2.rm o f 2 Term offf ice . office +- I

iI

RECORD SERIES DESCRIPTION (Purpose, Content, and method of filinQ):

Routine Correspondence concerns a l l aspects of City o p e ~ a : i o n s and normally documentsfunctions of the Mayor's office according to est ab li shec : l ol icy and procedure.Correspondence concerning the estab li shment of pol icy, "rJ one copy of each standardreply l e t t e r regarding major issues should be f i led in ,1 ; Administrative PolicyFiles series and retained permanently to document the p, " l t ion of the Mayor.Files contain l e t ters received and copies of l e t t e r s s e c " ~ , both to other governmentoff ic ia ls and private ci t izens. These relate to subjeco such as park development,condominium conversions, Police use of sleeper holds, CJ! vention Center Projects,Town Councils, l ighting, and housing.Files are arranged chronologically in binders and also " ,phabetically by name ofaddressee.

Retention Criter ia: Minimum l ega l requirement establ is l by Government Codesection 34090(d).

,Approved: April 23 , 1984.

, f-Ao::::PP":R.:.;O"V:.;E=:Do,;:-B.:,,Y,-,- - - - - - - - ~ f - c - : = = = c - = , - - - - - - - - - - _I_-LCITY CLERK DEPARTMENT HEAD CITY ATTORNEY(V'"


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ORIGINATING DEPARTMENT RECORDS SEAlES TITLE

MAYOR CORRESPONDENCE - TRANSITORYRETENTION PERrOD.

cOPIes BY OEPT./SECTION COpy DESIGNATION O:EPARTMENT REC,CENTER TOTALNONRECORD

I

l o n g ~ r needeAYOR Destroy wijen no- III

RECORD SERIES DESCRIPTION (Purpose, content. and method of fitinq):

Transitory Correspondence includes papers of shor t- term' interes t which have nodocumentary or evidential-value, but are retained to s a ~ i s f y administrative needs.Examples include: routine requ es ts fo r inforrnatiqn and-publications, once therequests have been fu l f i l l ed; l e t t ers of transmittals; ~ ~ y i t a t i o n s ; telephone memos;thank YOllS; l e t t ers of congratulations and r eque st s f or recommendations; extracopies of outgoing correspondence prepared by other off ices and forwarded to the Mayofor information purposes only; and acknowledgements.

Retent-ion Criter ia : Minimum legal requirement established by "Legal Issues PaperRegarding the City of San Diego's Authority to Destroy Records and Identify Writingsas Nonrecords" (11/16/81) and City of San Diego Ordinance No. 15761 - Definition of"Nonrecord.

Approved: April 23, 1984.

APPROVED BY:CITY CLERK

CC-1570 16-82)

DEPARTMENT HEAD CITY ATTORNEY


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RECORDS RETENTION EVALUATION/CITY OF SAN DIEGOSchedule No. Record S.Iia. No.1 11

ORIGINATING DEPARTMENT RECORDS SERIES TITlEMAYOR COUNCIL POLICY MANUAL. (Deleted: October 16, 2000)

RETENTION PERIODRECORDSCOPIES BY DIVISION OR SECTION COPY DESIGNATION DEPARTMENT CENTER TOTAL

MAYOR DUPLICATE - .

,.

RECORD SERIES DESCRIPTION (Purpose, content, and method of filing):The COUNCIL POLICY MANUAL is a compilation of policy statements adopted by resolution of the City Councilwhich, by their nature, do not require adoption by ordinance. . These policies guide the functions. of the City and,where necessary, establish procedures by which functions are performed.The Manual is arranged in sections titled: Administration and Government; Finance and Accounting; Maintenanceand Operation; Personnel; Utilities - Water and Sewerage; Public Safety and Law Enforcement; Planning and Zoning;Property, Land Rights-of-Way; Engineering, Contracting, Construction; and General.Current. Destroy superseded sections.Approved: April 23, 1984.Deleted: October 16, 2000. Record copy is maintained permanently by the City Clerk and is now available on line.

Retention Criteria: Minimum legal requirement established by Goyernment Cpde section 34090.7.APPROVEO BY :CITY CLERK

CC-1570 (6Ia2)

CITY ATTORNEY~ Q ~ 1


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.


MAYOR DOCKETSRETENTION PERIOD.

COPIES BY DEPT.lSECTION COpy DESIGNATION DEPARTMENTI REC. CENTER TOTALMAYOR DUPLICATE Destroy I - -I Iwhen I

; : ; ; ~ ~ ; e n c e rceases . iI

RECORD SEAl ES DESCRIPTION (Purpose, centent, and method oi filinq):

Dockets are the printed agendas for the mee tings of the City Council , the HousingAuthority, and the Housing Commission.The City Counc il docke t i s divided into the following categor ies : Time CertainItems.; Requests for Continuance; Adoption Agenda, Consent Items; Adoption Agenda,Committee Items; Adoption Agenda, Other Legis lat ive Items; Public Notice; UnanimousConsent I tems ; Adopt ion Agenda, Noticed Hearings; and Unfinished Business. Thereis also a Supplemental Docket for items which arrived too la te to be placed on theregular meeting docket.Within the given categories are brief descriptions of each item to be discussed, andpossibly a short City Manager Report.The Housing Authori ty docke t contains a l i s t ing of items to be discussed with briefdescript ions of the action to be taken. This is generally in the form of a reso-lut ion authorizing a specif ic action by the Housing Commission. The docket alsomakes referen ce to rep orts on the subject and includes a f i scal impact statement.The Housing Commission docket is merely an agenda, broken down by action reportsor information/status reports. The agenda items l i s t the subject , with no furtherdescriptions.Fi les are arranged chronologically by meeting date.

Retention Criter ia : Minimum legal requirement established by Government Codesect ion 34090.7.Approved: April 23, 1984.

DEPARTMENT HEAD

:/ '1" / ,1 1,.] /1 , Iff'/{ r ! ( J H / ~I CITY ATTORNEY

~ '-\\ . ~ - i k -


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\

~ e c o r o ~ e r ~ e s No. IJRECORDS RETENTION EVALUATION/CITY OF SAN DIEGO

ORIGINATING DEPARTMENT RECORDS SER IES TITLE

MAYOR INFORtIAT IONAL PUBLICATIONSRETENTION PERIOD .

COPIES BY DEPT.lSECTION copy DESIGNATION DEPARTMENTI REC. CENTER TOTALMAYOR DUPLICATE/NONRECORD D e s t r o y . w h ~ n s u p e r s e d ~ d orr ef er ence yalue cea se

I II II I

RECORD SERIES DESCRIPTION (Purpose, Content, and method of filing):

Publ icat ions are i n f o r m a t i o ~ a l pamphlets and guides which are made avai lab le to thegeneral public ei ther upon request o r as supporting i nf orma ti on to departmentalcorrespondence. Many of the pamphlets are produced by the Public Information sectionof t he C it iz en s Ass is ta nc e Department.The pub li ca t ion s in clude Guide to C ity Government; Governmenc Information Center"1982 Directory"; Budgets in Brief; and booklets on Job Trai"ing, t ransportat ionwithin the City, C ity p lan nin g, l i t t e r , and employment.These items are mass produced for general dist r ibut ion. One copy each produced bythe Citizens Assistance Department is retained permanently by that department .

Retention Criteria : Minimum legal requirement established by Government Codesection 34090.7.


APPROVED BY:CITY CLERK

CC-1570 (6-82)

DEPARTMENT HEAD , CITY ATTORNEY


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MAYOR I N T E R ~ A T I O N A L AFFAIRS BOARl -IUSRETENTION PERIOD

COPIES BY QEPT./SECTION copy DESIGNATION - TMENTI !REC. CENTER TOTALMAYOR ORIGINAL . I p I p" !I I! I

RECORD SERIES DESCRIPTION (Purpose, Content, and method of filinQl:

The Internat ional Affairs Board was created to foster and F=< mote friendly re la t ionsbetween San Diego and communities of foreign nations; to her economic cooperationand cultura l interchange; and in i t ia te the formation of off i , ia l Sis ter City a f f i l i -ations. Mayoral s ta f f serves as secretary to the Board.These f i l e s contain records such as correspondence , r e p o r t ~ , agenda and minutes,resumes of Board members, membership rosters , news r e l e a s e ~ , newspaper cl ippings,budget records, and brochures and newslet ters . They relate :0 the role of th e Boardin guiding th e S is te r C it ie s program; inquir ies from citie.:: _nterested in be:corningSan Diego's s is ter city; v i s i t s by San Diego off ic ia ls to le r ci t ies and by othercity off ic ia ls to San Diego; annual r epor t s fo r Sister C i t ~ E 3 ; appointments to th eBoard; Intercultural Language Schaal Program; and f e s t i v a l ~ .Files are arranged by subject.

Retention Criteria: Hinimum legal requirement established 1:: Government Codesection 34090(d). Administrative decision to retain mate:: 11 documenting th e.City's involvement with S is te r C it ie s programs.

Approved: April 23 , 1984.

- ; A : ; ; P : ; P ; ; R ~ O : - : V , ; , E ~ D ~ B : : . Y : . . ' , - - - +:====::-:-c::-:-=- J-=c-c:::=-:==,---------6 I


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ORIGINATING DEPARTMENT RECORDS SERrES TITLE

HAYOR LAND USE AND TRANSPORTATION - FILESRETENTION PERIOO

COPIES BY DEPT./SECTION COpy DESIGNATION DEPARTMENT! REC.CENTER TOTAL

HAYOR I ORIGINAL Term of 2 Term ofof f ice . I otf ice +.

. IRECORD SERIES DESCRIPTION (Purpose, content. and method of filinQI:

Land Use and Transportation Files contain material relating to community development.This series consists mainly of s ever al i nd iv idua l p ro je c ts which are g ~ n e r a l l Yidentif ied and f i led by a subject name.Typical f i l es include land use p la ns, rep orts, correspondence, memoranda, and analysesprovided by th e Mayor's s taf f . They serve as supporting informat ion for City Councili tems and for s pe ci al p ro je ct s, and relate to such items a.s.coastal plan.s, canyons,and open space.

Retention Criter ia : "!inimum legal requirement established by G ove rnm ent Codesection 34090(d).


APPROVED BY;CITY CLERK

C C -t 570 (6-82.1

DEPARTMENT HEAD CITY ATTORNEY


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AYOR MAYOR'S TASK FORCE FtLESRETENTION PERIOD

COPIES BY DEPT.lSECTION COpy DESIGNATION DEPARTMENT! REC. CENTER TOTALHAYOR ORIGINAL 2 P P

IIIRECORD SERIES DESCRIPTION (Purpose, content. and method of filin(;j):

Mayor's Task Force Files document the establishment and actions of ci t izen's advisorygroups created by the Hayor for the purpose of advising on questions which aretemporary in nature. The Task Forces are dissolved upon the complet ion of theobjectives for which they were created.Files include records such as correspondence, membership rosters, meeting agendaand minutes, reports, working notes, and information from other Cit ies with similartask forces.

C u r r e ~ t Task Forces include groups relating to Senior Citizens, Homeless Persons,AIDS (Acquired Immunity Deficiency Syndrome) , and Balanced Communities.Files are arranged alphabetically by name of Task Force, chronologically thereunder.

Retent ion Criter ia: M i n i m ~ m l e ga l requirement es tabl i shed by Government Codesection 34090(d).

Approved: April 23, 1984.APPROvED BY:

CITY ATTORNEYEPARTMENT HEADITY CLERK~CC- \570 16-82)


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RECORDS RETENTION EVALUATJON/CITY OF SAN DIEGOSchedule No. Record S.ne. No

1 17ORIGINATING DEPARTMENT RECORDS SERIES 1TTLE .MAYOR MUNICIPAL CODE(Deleted: October 16, 2000)

RETENTION PERIODRECORDSCOPIES BY DlV/SION OR SECTION COpy DESIGNATION DEPARTMENT CENTER TOTAL

.DUPLICATE - .

..

.RECORD SERIES DESCRIPTION (Purpose, content, and method of filing):The Municipal Code is a collection, compendium and revision of laws.The Code consists of administrative, criminal and regulatory ordinances of the City. These ordinances refer to sucareas as government; Licenses, Permits, Business, Regulations and Business Taxes; Health and Sanitation; PubSafety, Morals and Welfare; Public Works and Property; Public Improvement and Assessment Proceedings; PubUtilities and Transportation; Building and Building Regulations; Traffic and Vehicles; Planning and Zoning.

' Current. Destroy superseded sections.Approved: Apri l 23, 1984.Deleted: October 16, 2000. Original is maintained permanently by the City Clerk and it is now available on line

Retention Criteria: Minimum legal requirement established by Goyernment Code section 34090.7.APPROVED BY:CITY CLERK

CC-'57016182)


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ORIGINATING DEPARTMENT RECORDS SERrES TITLE

MAYOR NEI.JS RELEASESRETENTION PERIOD

COPIES BY DEPT./SECTION COpy DESIGNATION DEPARTMENTI REC. CENTER TOTALMAYOR MASTER COPY Term o f I P Poff ice . !

DUPLICATE D e s t r o y ,,,hen no long r neededfor re ference .I I

RECORD SERIES DESCRIPTION (Purpose, content. and method of filincil:

News R e l e a s e s a r e i s s u e d by th e Mayor f 5 of f i ce t o ' re p re se n ta ti ve s o f th e p r e s s .These re la te to subjects such as p ro pe rt y t ax es , Mayoral appointments to Boards andCommissions, scheduled appearances by the Mayor, Horton Plaza Redevelopment, andother City-related programs.Master Copies a re c on ta in ed in binders and arranged chronologically. These bindersmay a l s o i n c l u d e c o p i e s o f p r oc lamat ion s which in it iated t h e news r e l e a s e , r e l a t e dcorres pondence and memoranda, and a copy o f th e news c l i p p i n g .

R e t e n t i o n Criter ia: Minimum l ega l r e q u i r e m e n t es tabl i shed by Government Codesecfion 34090(d). Administrative decision to re ta in permanently to document th ea ct i o n s o f t h e Mayor's off ice .Approved: April 23, 1984.

APPROVED BY:CITY CLERK DEPARTMENT HEAD CITY ATTORNEY


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RECORDS RETENTiON EVALUATION/CITY OF SAN DIEGOSc:hedulo No. . Record Series No.1 19

ORIGINATING DEPARTMENT RECORDS SERIES TITLEMAYOR NE'/v'SF'APER CLIPPINGS(Deleted: October 16, 2000)


NONRECORD " Permanent Permanent

RECORD SERIES DESCRIPTION (Purpose, content, and method of filing):NEWSPAPER CLIPPINGS include articles relating to the Mayor, or the City in general.Although most clippings are contained in binders and arranged chronologically by date of article, some are containein files which include correspondence, draft articles and memoranda of law."Term of Office.Approved: April 23, 1984.Deleted: October 16, 2000. Moved to Schedule 2 (See Record Series No.3). No longer maintained by the MayorOffice as most new articles are available on line.

Retention Criteria: Retention for nonrecords established by "Legal Issues Paper Regarding the City of San DiegoAuthority to Destroy Records and Identify Writing as.Nonrecords" (11/16/81) and City of San Diego Ordinance N15761 - Definit ion of Nonrecord. However, administrative decision has been made to retain permanently tfacilitate research needs.APPROVED BY:CITY CLERK

CC-1570 (6/a21

CITY ATTORNEYc;iwCc a ~ (


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. '\,

Kecord Series No. LORECORDS RETENTION EVALUATION/CITY OF SAN DIEGO


}lAYOR OFFICE HANAGENENT FILESRETENTION PERIOD

COPIES BY OEPT.lSECTIDN COpy DESIGNATION DEPARTMENT AEC. CENTER I TOTALHAYOR I ORIGINAL 3 - 3I DUPLICATE 3 I - 3

IIRECORD SERIES DESCRIPTION (Purpose, content, and method of filinq):Office Management Files consist of re co rd s which re f lec t the day-to-day administrationof the off ice . The ser ies consists of some original records, but mostly duplicatecopies.Records included in this ser ies are:

Work Requests and Requisit ions (GS-240 Telephone Service Author izat ion; PW999AWork Request; PW999B Buildings Divi sion Work Request; PA1434 Stores Requisi t ions;PEA-1469 Printing Service Requisition; PF28 Service Request). These are records ofgoods and services requested by the City Manager's off ice .Request for D irect Payment (Form AC-468J. 'These are in i t ia ted as a request to theAuditor to issue a check in the amount indicated to th e order of a second partyfor material or services r ec eive d in a City related function. These are a l l instantpayments, including" r e i m b u r s e ~ e n t to staff for travel expenses and mileage.Parking Stamp Control Register (AC-S). This indicates the number of parking stampsissued, to 'I:.Jhom, the r ea so n, and the ser ia l .numbers.

The f i l es also include memoranda and correspondence to support these documents, Purchase Orders, travel confi rmations, cop ies of expenses incurred by staff on tr ips ,Travel Requests, invoices from Data Processing for charges incurred by th e }layor'soffice , Personal Property Transfer l i s t s (AC-397), Audi tron Reports , Biweekly Photocopy Usage Reports (AC-304), equipment warranties, key receipts, Invoices (AC-22),Daily Cash Receipts (AC-1221), off ice supply inventor ies , expenditure log, Microf iche Financial Status Reports, newspaper subscriptions, membership records, andsimilar documents.Records in this ser ies are maintained in various f i le stat ions throughout the off ice .Records at each f i le station may contain both original and duplicate records.

R e t ~ n t i o n Criteria: (1 ) M i n i ~ u m legal requirement established by Government Codesections 34090(d) and 34090.7; (2 ) Administrative decision to keep audit worthymaterials beyond legal. minimum.Approved: April 23, 1984.



21/40

Kecorct Series No.RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO


MAYOR PAYROLL DOCUMENTSRETENTION PERIOO

COPIES BY DEPT.JSECTION COpy OESI GNATlON DEPARTMENT REC.CENTER TOTAMAYOR I DUPLICATE Destrov a ter suoerse ed orI reference ivalue cease , whicever is earl ier .I

jIRECORD SERIES DESCRIPTION (Purpose, content, and method of filinQl:

Payroll documents are records created concerning employees of the Mayor's off ice.

Files include Employee Compensatory Time, Hourly Employee Hours, Sick Leave andVacation Balance Listing (Form COO-276); Personnel Insurance Forms (from Kaiserand Pacific Guardian Life Insurance); Payroll Warrant-Check Register (Form 765R);Merit Pay Increase Elig ibi l i ty Records; discretionary l eave request s; pay scales;Classification.and Compensation Schedules; Payroll Deduction Register; Early Payoffmemoranda; Time Sheets (Form 764R); ~ l i s c e l l a n e o u s Reduction Register (Form 766R);and related r e ~ o r d s . Some of these refer to individual employees and some to general office payroll pract ices .Files are arranged by separate t i t l es , and general ly chronological ly thereunder.

Retention Criteria: Minimum legal requirement established by Government Codesect ion 34090(d).


APPROVED BY:

CC-l 5 70 ( 6- 82 )

CITY CLERK D E P AR TME NT H E AD /1~ . }?1, ];1/; 'DJLL

II

C I TY A T T OR N E Y


22/40

.' .,'e oras ~ e r ~ e s . LL

Record Series No. 22RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO

ORIGINATING DEPARTMENT RECORDS SERIES TITLE >'

MAYOR PERSONNEL FILES - INDIVIDUAL

IRETENTION PERIOD

COPIES BY OEPT./SECTION copy DESIGNATION DEPARTMENT I REC. CENTER TOTA(ALL DIVISIONS/SECTIONS) CURRENT EMPLOYEES Retain records in off icI ITRAc'lSFERRING EMPLOYEES See * b e l ~ w .ITE&.'1INATED EMPLOYEES uestroy a+.L recoras t ~ ~ ' ; " , , ; e , " \'o o ~ o ;""-00- o ~ n l ~ , '0 0 . ,

RECORD SERIES DESCRIPTION (Purpose. content. and method of filinQI:PERSONNEL FILES - INDIVIDUAL c on ta in s rec ord s f or current and past employees of thedepartment.

Grou? A r ecords i nc lude: Accident repor ts , counseling documentation,discipl inary action records ( inc luding sea led discipl inary action recordsmaintained by a department hea d) , e duca tion and t raining "records, Emergency Noti f icat ion Information Forms, employee recognit ion awards (e.g . ,except ional meri t i n cr ease s, d i sc r et iona ry leave, bonus pay), employmentapplicat ion and re sume ( i f copies ava il ab le ), i n du s tr ia l i nj ur y r epor tsand records, l e t t e r s of commendation or apprecia t ion , medical data pert inent to the new job, name change- records, out-of-class assignmentrecords, payrol l deduction f o r ~ s , a l l performance evaluation and'supplemental performance reports completed within the past year (orthe l a s t such report i f older' than one year) , Vehicle Collision Reviewand Prevention Program Cer t i f ica t ion Form, and waivers o r e xte ns ionso f p roba ti onary period ( i f pertinent to the new job) .G r o u ~ B r ecords i nc lude: Appointing authori ty select ion interviewdocumentation (to be maintained in separate f i l e s , not in an employee'spersonnel f i l e ) , discharge and employee separation records, jo b descript ions, leave requests, l e t t e r s of complaint against the employee,long t e r ~ disab i l i ty records, medic31 data not per t inent to the newjob , m e ~ o r a n d a and/or correspondence regarding grievances, payrol l related records (e .g . , Merit I nc re as e Noti ce s, P ay ro ll Change Notices,Notices of Absence or Overtime, T i ~ e Sheet Correction Notices, sh if td i f fe ren t ia l pay, bi l ingual pay, standby pay, e tc . ) , p e r f ~ r m a n c e evalu at io n r epor ts (other than those in Group A), promotion, demotion andt rans ie r records; r e c l a s s i f i c ~ t i o n Gnd/or salary adjustment records,Reque sts fo r Cert i f icat ion and Personnel Cer t i f ica t ions , ret irementrecords, waivers and/or extensions of probationary periods ( i f notpert inent to th e new job).

(continued next page)APPROVED BY :CITY CLERK

II:It/ "

i CITY ATTORNEY' ~ " * T \ ~ ~Chief Deputy


23/40

.' Record Series NO. 22(Cont'd)RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO

ORIGINATING DEPARTMENT RECORDS SEAlES TITLE -MAYOR PERSONNEL FILES - INDIVIDUAL, continued

RETENTION PERIODCOPI ES BY DEPT./SECTION COpy DESIGNATION DEPARTMENT AEC. CENTER TOT

.

I IIII

RECORD SERIES DESCRIPTION (Purpose. content. and method of filinQ):

*Dispos it ion for Trans fe rr ing employees (includes employees changing departments dueto interdepartmental transfers , c la ss t ran sf er s, ~ r o m o t i o n s , demotions and/orfa i lu res of probation):

a. Transfer Group A records to receiving department.b. Losing depar tment destroys Group B records three (3) years after employeetransfers .

NOTE: Fo r both Group A and Group B records please note for t ransferr ing/terminatingemployees. When an employee leaves a department the losing depar tmen t should rev iewi t s personnel records to determine i f there are any records that should be forwardedto the Per sonnel Department which ~ e r e not sent original ly .

September 14, 1984

APPROVED BY-I DEPARTMENT HEAD '(ITY CLERK

'\II

,_1,/ /CITY ATTORNEY

~ C i { " , - + t \ c;L-v-Chief De ut


24/40



MAYOR PROCLAMATION FILESRETENTION PERIOD

COPIES BY DEPT./SECTION COpy DESIGNATION . DEPARTMENTI REe. ENTER TOTALMAYOR ORIGINAL Term of I 2 Term ofI o t t l c e . I o tt +III

RECORD SERIES DESCRIPTION (Purpose, content, and method of filinq);

Proclamations a re decl ar at ion s by the Mayor, for general knowledge, which re la te tomatters of widespread in te res t . They have no le ga l e ff ec t but merely are formalpublic announcements, for example declaring the observation of Alcohol InformationMonth.Files i nc lude cop ie s of the proclamation i t s e l f and any correspondence which mayhave requested such proclamation.The proclamations are written on a standardized form in th e style of of f i c ia l reso-lu t ions .

Retention Criteria: ~ f i n i r n u m legal requirement established by Government Codesection 34090(d).


APPROVED BY :CITY CLERK DEPARTMENT HEAD CITY ATTORNEY

0 1 ~ , l 1 i T ~ 7/r/ '1 XL ~ ~/': ' /1 ,t ' S ~ \ .. I ," : P.",. ,CC- tS70 16-82) ;1


25/40

RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO---

Schedule No. Record Series No.1 23AORIGINATING DEPARTMENT RECORDS SERIES TITLEMAYOR ROUTE SLIPS

RETENTiON PERIODRECORDS

COPIES BY DIVISION OR SECTION COPY DESIGNATION DEPARTMENT CENTER TOTALORIGINAL 1

RECORD SERIES DESCRIPTION (purpose, content, and method of filing):ROUTE SLIPS (Form No. CM-8) are complaints from citizens to the Mayor's office about City operations and/opolicies. These complaints are documented on the Route Sl ips (Form No. CM-8) and forwarded to City staff foinvestigation and response. Documents in this file may include correspondence related to the inquiry, logs oindexes of route slips received, and Department of Citizens Assistance and Information Response to Referral (FormNo. CAI-2).." .Arranged alphabetically by citizen's name and chronologically thereunder.' I t is not required that these fi les be transferred to the Records Center at the end of the year; however, totaretention in both the office and the Records Center should not exceed the Mayor's term of office + 2 years. 'Term of Office + 2 yearsNOTE: Route slips are also maintained by the Citizens Assistance Department for f ive years.Approved: February 18, 2000.

Retention Criteria: Minimum legal requirement established by Government Code section 34090Id).APPROVED BY:CITY CLERK CITY ATTORNEY ~

~ ( ! 7 } l ~ / ~


26/40

RECORDS RETENTION EVALUATION/CITY OF SAN DIEGOSchedule No. Record Sene. No.

1 24ORIGINATING DEPARTMENT RECORDS SERIES TITLEMAYOR RULES COMMITTEE AGENDA FILES

RETENTION PERIODRECORDSCOPIES BY DIVISION OR SECTION COpy DESIGNATION DEPARTMENT CENTER TOTAL

.. COMMITTEE CONSULTANT DUPLICATE -

.

RECORD SERIES DESCRIPTION (Purpose, content, and method of filing):RULES COMMITTEE AGENDAS are the printed agendas for the meeting of the Committee on Rules, Legislation anIntergovernmental Relations, a Standing Committee of the City Council. The Mayor is Chairman of this committeeCommonly referred to as the "Rules Committee' , this committee has the responsibil ity to hold hearings oresolutions and ordinances assigned by the City Council and also has the responsibility to assign items to the othCouncil Standing Committees. Actions are then r ~ p o r t e d back to the full Council, with or without amendmentThe agendas are prepared by the committee consultant and submitted to committee members with documentatiofo r review and action. The agendas l ist the date and location of the meeting, and the items which will bdiscussed. They also include a brief summary of the actions taken on items which were discussed at the previoumeeting. This serves as the minutes of the meeting.The record copy of these meeting agendas is maintained permanently by the City Clerk.'Until reference value ceases.Approved: April 23, 1984.Revised: October 16, 2000. Retention changed from 2 years to 'Until reference value ceases.'

Retention Criteria: Minimum Ie al re uirement established b Government Code section 34090.7.APPROVED BY:CITY CLERK CITY ATTORNEY

CiU:D. 0 d-ceC(..\CC-'570 (6/82)


27/40



MAYOR RULES C O ~ ~ I T T E E DOCUMENTATION fILESRETENTION PERIOD

COPIES BY OEPT./SECTION COpy DESIGNATION OEPARI'1ENT I REC. CENTER TOTALMAYOR I DUPLICATE 5 I - 5

- III iI I

RECORD SERIES DESCRIPTION (Purpose, content. and method of iilinq):

R u l e s Conunittee Documentation Fi les , a l s o commonly r e f e r r e d to " Ru le s C om mi tt ee1472's", contain records submitted before meetings of the Committee on Rules,Legis lat ion and Intergovernmental Relations. Copies of the material in these f i lesare then forwarded to the City Council via use of CM1472 .Request for Council Action.Files include CMl472 Request for Council Action in i t ia ted by the Rules CommitteeC o n s u l t a n t , Con su lt an t A n a l y s e s , memoranda, c or r e sp on d e n c e , and d r a f t r e s o l u t i o n s .Files ar e arranged c h r o n o l o g i c a l l y by meeting d a t e .

Retention Criteria : Minimum l ega l requirement es tabl ished by Government Codesect ion 34090(d).


APPROVED BY:

0/;,f, .CITY ATTORNEYEPARTMENT HEAD

) 1 ) ~ OjJ-Zce t 57 0 (6 -82)


28/40



MAYOR RULES COMMITTEE MEETING FILESRETENTION PERIOD

COPIES BY DEPT./SECTION copy DESIGNATION DEPARTMENT! REC. CENTER TOTALMAYOR/RULES COHNITTEE C O N S U L T A N ~ ORIGINAL 2 I p p

. III II IRECORD SERIES DESCRIPTION (Purpose. content. and method of filinQ):

Rules Committee Heeting Files contain a l l documentation submitted before each meetingo f the Committee on R u l e s , L e g i s l a t i o n and I n t e r g o v e r n m ~ n t a l R ela tio ns f or r e vie w anda c t i o n .F i l e s i n c l u d e c o p i e s o f r e s o l u t i o n s and o r d i n a n c e s ; c o p i e s o f agenda and min u t e s;City ~ 1 a n a g e r Reports; pl anni ng r e p o r t s , maps, and e ng in ee ri ng p la ns ; CMl472 Requestf o r C ou nc il A c ti on ; . memoranda; correspondence; and r e p o r t s .Files are arranged chronologically by meeting date.

Retenti on C r i t e r i a : Minimum l e g a l requirem ent e s t a b l i s h e d by Government Codesection 34090.


CC ' 15 7 0 ( 6- 82 )

DEPARTMENT HEAD

I

CITY ATTORNEY


29/40



MAYOR SAN DIEGO BOARDS AND COH}lISSIONS REGISTERRETENTiON PERIOD

COPIES BY DEPT./SECTION COpy DESIGNATION DEPARTMENT REC. CENTER TOTALMAYOR DUPLICATE Current. - -IlJestroy !

~ ~ ~ ~ ~ .I sec t ions .

.

RECORD SERIES DESCRIPTION (Purpose, content. and method af filin'll:

The San Diego Boards and Commissions Register i s a binder containing a briefdescription of each City board and commission, including i t s duties , the compo-si t ion of the board, the term of members, and the method of appo intment. In cludedin this series i s a l i s t of the current board members with their addresses andphone numbers , and the ir appointment and expirat ion dates .The ser ies i s arranged in two . sections-description and membership l i s t ing .Arrangement thereunder i s alphabet ical by name of board.The original copy is maintained permanently by the City Clerk.

Retention Criter ia : Minimum legal requirement established by Government Codesection 34090.7.

Approved: April 23 , 1984.APPROVED BY:

CITY ATTORNEY

i1/!r'ij / I _l

DEPARTMENT HEADITY CLERK


30/40

RECORDS RETENTION EVALUATION/CITY OF SAN DIEGOSchedule No. Record Serie. No.1 28

ORIGINATING DEPARTMENT RECORDS SERIES TITLEMAYOR SPEECH WORKING MATERIALS

.

-- RETENTION PERIODDEPARTMENT RECORDSCCOPIES BY DIVISION OR SECTION COPY DESIGNATION ENTER TOTAL

NONRECORD - .

RECORD SERIES DESCRIPTION (Purpose, content, and method of filing):SPEECH WORKING MATERIALS relate to speeches delivered by the Mayor. These include working notesmemoranda, correspondence, and notes from staff with possible subjects for speeches at specific engagementsThese items relate to speeches regarding City functions, policies, activities, special projects, events and Issues. Destroy when reference value ceases.Approved: April 23, 1984.Revised: October 16, 2000. Changed copy designation from 'original" to 'non-record" since this series consistof rough drafts, not final documents and therefore, changed retention to destroy when reference value ceases.

Retention Criteria: Minimum legal requirement established by Mllnicipal Code section 22.2604(e).APPROVED BY:

CITY ATTORNEY( ~ c z Q ~ 0 t v \

CC-1579 (6/82)


31/40

RECORDS RETENTION EVALUATION/CITY OF SAN DIEGOSchedule No. Record Seri.. No.

" . 1 29ORIGINATING DEPARTMENT RECORDS SERIES TITlEMAYOR SPEECHES

RETENTION PERIODRECORDSCOPIES BY DIVISION OR SECTION COpy DESIGNATION DEPARTMENT CENTER TOTAL

ORIGINAL Permanent Permanent

RECORD SERIES DESCRIPTION (Purpose, content, and method of filing}:SPEECHES are the record copies of policy speeches delivered by the Mayor.These speeches may contain pertinent information on City functions, policies, activities, special projects, eventand issues.Arranged chronologically.; -Term of Office.Approved: Apr il 23, 1984.Revised: October 16, 2000. Added 'policy' to records description.

Retention Criteria: Minimum legal requirement established by Goyernment Code section 34090(dl .. Administrativdecision to retain ermanentl to document activities and olicles of the Ma or's Office.APPROVED BY :

CITY ATTORNEY~ C Z 0 ~ L " - - , \

CC1S70 (6/821


32/40

~ ~ L u r u ~ ~ L ~ ~ ~ JURecord Series No. 30

RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO


MAYOR STATE OF THE CITY ADDRESSESRETENTION PERIOD

COPIES BY DEPT./SECTION copy DESIGNATION DEPARTMENTI REC. CENTER I TOTALI ,MAYOR RECORD COPY Forward City Cler forI permanent: retent ion.I DUPLICATES Destroy when no langE r neededI Ii IRECORD SERIES DESCRIPTION lPurpose, content, and method of filinq):

The State of the City Address is an annual report presented by the Mayor to the CityCouncil and the public. 'The Mayor summarizes the actions and accomplishments ofth e City government for the prior year, offers a s ta tement of the current conditionsand affairs of the City, and makes recommendations on matters deemed expedient andproper. The State of the City Address was f i r s t delivered by the Mayor in January,1964.One copy of the f ina l speech should be designated the Record Copy and forwarded toth e City Clerk's off ice to be retained permanently.

Retention Criteria: Minimum legal requirement for Record Copy e s t ~ b l i s h e d byGovernment Code sect ion 34090(d); minimum legal requirement f or dup lic ate copiesestablished by Government Code section 34090:7.




33/40



MAYOR SUBJECT FILESRETENTION PERIOD

C OP IE S B Y DEPT.lSECTION COPY DESIGNATION DEPARTMENT REC. CENTER TOTALMAYOR ORIGINAL 2 - 2I DUPLICATE (READY Destroy w en no longl r neededI REFERENCE) for r e f e r ~ n c e .I IIRECORD SERIES DESCRIPTION (Purpose. content. and method of filinQ):

Subject Files are ut i l ized by administrat ive personnel and re la te to City functions,act iv i t i e s which ref lec t the depar tment' s obj ec tiv es , s pe cia l p ro je ct s, s er vic es ,events or i s sues , and various program functions. Files should b e reviewed at thecompletion of th e off ice retention period, and items which mee t es tab l ished reten tioncr i ter ia should be ref i led i n t he Admin is tr at iv e Policy Files ser ies and t ransferredto the Records Center.Files contain records such as memoranda; correspondence, reports; copies of newsart ic les ; copies of City Manager Reports; copies of remarks or speeches of th e Mayor;working notes; copies of Administrat ive Regulations and Council Polic ies; brochures;copies of Cpunc il mee ting support ing information; copies of petit ions; copies ofmemoranda regarding ~ l a y o r a l appointments to Boards and Commissions; and off ice organ-ization and s taf f ing reports.Files include, but are not l imited to information on community events , open s p a ~ e ,crime, business , paramedics, budget , growth, and airports . Also incl uded are specialsections on llArnerica's Finest City" and "S tate of the City".Files are arranged alphabetical ly by subject .

Retention Criteria: Minimum legal requirement established by Government Codesection 34090(d).


CC-1570 (6-82)

'DEPARTMENT HEAD 0'f!:' { ] X ~ , @/tL/(t

, CITY ATTORNEY


34/40



NAYOR TECHNICAL REFERENCERETENTION PERIOD

COPIES BY DEPT./SECTION COpy DESIGNATION DEPARTMENT I REC. CENTER TOTALNAYOR I NONRECORD OR DUPLICATE Destroy - -at ter" o l ~ ~ c u ~ c iceases .I

RECORD SERIES DESCRIPTION (Purpose, content, and method of filinQI:

Technical Reference materials consis t of printed or other reproduced materialsreceived from sources outside the City which are of nonrecord value but have adirect relationship to the work of the office and are used f or r ef er en ce . Theymay consis t of duplicate copies of records which have been produced or issuedby other departments and have not been designated as record copies.Technical Reference materials ~ n c l u d e items such as: periodicals; directives;sa les l i terature; art i c l es ; stenotype instructional pamphlets; supervisorsmanuals; dictionaries; budget preparation systems instructions; I1California Journal";and materials from professional organizations; seminars, training classes , workshops,or conferences.

Retention Criter ia : (1) Legal Issues Paper Regarding the City of San Diego'sAuthori ty to Destroy Records and Identify Writing as Nonrecords (11/16/81);(2) City of San Diego Ordinance No. 15761 - Definit ion of Nonrecord; (3 ) Ninimuml ega l requirements fo r dup li ca te records established by Government Code section34090.7.


APPROVED BY:

cc-, S7 0 16-12)

DEPARTMENT HEAD

('.I

CITY ATTORNEY


35/40

~ e c o r d S e r ~ e s NO. 33

RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO


~ L " Y O R TRANSNATIONAL RELATIONS FILESRETENTION PERIOD

COPIES BY DEPT.lSECTIDN COpy DESIGNATION DEPARTMENT REC. CENTER TOTALKI;YOR ORIGINAL 2 P PI III I

RECORD SERIES DESCRIPTION (Purpose, Content, and method of filinQl:

Transna tiona l Rela tions Files contain documentation which concerns th e planning,in i t ia t ion , management, and effectiveness of effor ts to establ ish a coordinatedin tergovernmental/ in terna t ional re la tionsh ip . The series consists of individualprojects rela t ing to s in g le a ctio ns , events or organizations, along with ongoingprojects which establ ish a continuity necessary for mutual binat ional cooperation.Documentation of p ro je cts in th is ser ies wi l l generally ref lec t the entire admini s t ra t ion of the project from"its inception to i t s termination.The f i l es include correspondence, memoranda, reports , special s tudies, surveys,tables , char ts , net.Jspaper" a r t i c le s , and pamphlets. These re la te :: 0 in terna t ionalaf fa i r s t.Jith a l l levels of government in Hexico; work with the six Southwest s ta tes ;issues and concerns of Hispanic representat ives; coordination with th e SouthwestBorder Regional Commission, the County of San Diego, and the Local Agency FormationCorporation (LAFCO); l ia i son with educa ti ona l ins t i tu t ions in the United States andMexico; and economic and land develop2ent, part icularly in the Dtay Mesa area.Files are arranged by subject .

Retention Cri ter ia : ?1inimum legal requirement established by Government Codesect ion 34090(d). Admin is t ra t ive deci sion to re ta in f i l e s to document City of-San Diego relat ionship wit h bo rder ing governments.


APPROVED BY;CITY CLERK

CC-1570 (6-821

DEPARTMENT H=:AD CITY ATTORNEY


36/40

Record Ser ies No. 34RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO

, ORIGINATING DEPARTMENT RECOROS SERIES TITLEMAYOR ARTIFACTS

RETENTION PERIODCOPIES BY DEPT./SECTION I COPY DESIGNATION DEPARTMENT REC. CENTER 'TOTAL

MAYOR ORIGINAL Serd to n . 2/P* 2/P*(eM wtm rolarDer need- .eel in tiEoffice.

RECORD SEAl ES DESCRIPTION (Purpose. content, and method of filinql:

Ar t i f a c t s cons i s t o f a var i e ty of . i tems given to the Mayor byc i t i z ens , organ iza t ions , i n s t i t u t i on s , o r o the r governmentalagenc ies . Ar t i f a c t s include everyth ing from l e t t e r openers tovaluab le works of a r t and may be symbol ic o f an event o rre l a t ionsh ip o f h i s t o r i c a l va lue .

'

Unarranged.

*To be reviewed a f t e r two years by th e Arch iv i s t and /or RecordsManagement Off ice r . Those i tems cons idered to have h i s t o r i ca lva lue wi l l be assigned permanent r e t en t ion ; other i tems wi l l bedisposed of with th e approval of th e Mayor 's Office .Approved: March 17, 1988

Retent ion Cr i t e r i a : Minimum l ega l requi rement es tab l i shed byGovernment Code sec t ion 34090(d) .

APPROVED BY;CITY CLERKr 8 , ~ ~


37/40

RECORDS RETENTION EVALUATION/CITY OF SAN DIEGOSchedule No. Record Seri No.

. 1 35ORIGINATING DEPARTMENT RECORDS SERIES .T\TlEMAYOR DOWNTOWN MARKETING CONSORTIUM FILES(Deleted: October 16, 2000)

RETENTiON PERIODRECORDS

COPIES BY DIVISiON OR SECTION COpy DESIGNATION DEPARTMENT CENTER TOTALORIGINAL 6 mos. 1 year. 26 mos

RECORD SERIES DESCRIPTION (Purpose, content, and method of filing):DOWNTOWN MARKETING CONSORnUM ALES relate to the promotion.of downtown as a marketing destinatioThe files contain correspondence, plans, reports, minutes and proposals.They are arranged by subject.Approved: February 28, 1992.Deleted: October 16, 2000. Mayor's Office does not keep files on this consortium.

Retention Criteria: Minimum legal requirement established by Goyernment Code section 34090(d).APPROVED B Y:CITY CLERK

CC-1570 (6/821

CITY ATTORNEY~ l a . ~ L ' - l


38/40


SCHEDULE 2ORIGINATING DEPARTMENT RECORDS SEAl ES TITLE

MAYOR GENERAL FILESRETENTION PERIOD

COPIES BY DEPT.JSECTION COpy DESIGNATION DEPARTMENTI REC. CENTER TOTALHAYOR ORIGINAL - I p* p*I III II I

RECORD SERIES DESCRIPTION (Purpose. content, and method of filinQl:

General Files include: 1) Record material with permanent retention value,2) records ident i f ied as having retention value less than permanent, and 3) nonrecord materials . Prior to 1983, the : favor' s Records Transfer and RetentionSchedule contained only three (3 ) r e c o r d ~ ser ies t i t l e s . The "General Files"t i t l e served as a repository for vir tually every record forwarded to the RecordsCenter for inact ive s,torage.Subsequent to 1983, a new Records Disposit ion Schedule was created with t i t leswhich accurately describe and appraise th e records created by th e Mayor's off ice .Spec if ic d ispos it ion : in s truc ti ons were developed to replace th e g en era l reposi toryfunction of the "General Files ." Therefore, the early General Files may includesuch item s as: Subje,ct Fi les , Proclamations , Correspondence, Office ManagementFiles , and Technical Reference.

*Historical records should be removed from these f i les and retained permanently.Those records which had previously been f i led in this series for which a new serieshad been described and appraised should be t reated with the same disposi t ion as thecurrent series .

Retention Criteria: Minimum legal requirement established . for original records byGovernment Code section 34090; f or dup li ca te records by Government Code section34090.7; and for nonrecord materia l by San Diego City Ordinance 0-15761. Administ r a t ive decision to retain records which document City policy or the function ofthe Mayor's off ice .Approved: April 23, 1984.

CC-1570 ( 6 '82 )

APPROVED BY:\ & P ~ ~ DEPARTMENT HEAD CITY ATTORNEYJ,11 ?r/rPJ,J2L S + \ ~ t ij 6' .. f

I


39/40

RECORDS RETENTION EVALUATION/CITY OF SAN DIEGOSchedule No. Record Series No.2 2

ORIGINATING DEPARTMENT RECORDS SERIES TITLEMAYOR ADVISORY BOARD ON WOMEN FILESRETENTION PERIOD

RECORDSCOPIES BY DIViSiON OR SECTiON COPY DESIGNATION DEPARTMENT CENTER TOTAL

ORIGINAL 2 Permanent Permanent

RECORD SERIES DESCRIPTION (Purpose, content, and method of filing):The Advisory Board on Women was established for the purpose of advising the Mayor, City Council , and other Ciagencies of the needs and problems of women in the San Diego area and to recommend programs designed talleviate any inequities which may confront women. Mayoral staff served as a secretary to this board.Files include meeting agenda and minutes, membership rosters, memoranda, correspondence, annual reportsworking notes, brochures and photos. These relate to promoting awareness of problems and recommendinprograms which will provide women in the San Diego area greater opportunitY without discrimination. Fi les relatto subjects such as: child care services, credit application, discrimination, adequate housing,and employmediscrimination.Files are arranged by subject.Approved: Apri l 23, 1984.Added: October 16, 2000. Moved from Schedule 1 (Previously, Schedule 1 Record Series No.2).

deciSion to retain materia ocumentmg t e ,ty's mvo vement m t e 'g ts 0 women.APPROVEO BY:CITY CLERK DEPARTMENT HEAD CITY ATTORNEYNO SIGNATURES REQUIRED PER RECORDS RETENTION EVALUATION FORM PROCEDURES AGREEMENT,

FEBRUARY 26, 1997

Retention Criteria: Minimum legal requirement established by Goyernment Code section 34090Id). Administrativ. I d h C' " I h R' h f

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RECORDS RETENTION EVALUATION/CITY OF SAN DIEGOSehedule No. Record Series No2 3

ORIGINATING DEPARTMENT RECORDS SERIES TITLEMAYOR NEWSPAPER CLIPPINGS


NONRECORD Term of Permanent Permanenoffice

RECORD SERIES DESCRIPTION (Purpose, content, and method of filing):NEWSPAPER CLIPPINGS include articles relating to the Mayor , or the City in general.Although most clippings are contained in binders and arranged chronologically by date of article, some are containein files which include correspondence, draft articles, and memoranda of Jaw.Approved: April 23,1984.Added: October 16, 2000. Moved from Schedule 1 (Previously, Record Series No. 19). No longer maintained bthe Mayor's Office as most new articles are available on line..

Retention Criteria: Retention for nonrecords established by "Legal Issues Paper Regarding the city of San DiegoAuthority to Destroy Records and Identify Writing as Nonrecords"' (11/16/81) and City of San Diego Ordinarice N5761 - Definition of Nonrecord. However, administrative decision has been made to retain permanently to facilitaresearch needs.APPROVED BY:CITY CLERK DEPARTMENT HEAD CITY ATTORNEY

San Diego Mayor's Office Records Disposition Policy

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Transcript of San Diego Mayor's Office Records Disposition Policy