RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO

,
Schedule No. Record S.ne. No.
. 1 1
ORIGINATlNQ DEPARTMENT RECORDS SERIES TITLE
MAYOR ADMINISTRATIVE POLICY FILES
.
RETENTION PERIOD
RECORDS
COPIES BY DIVISiON DR SECTION COPY DESIGNATION DEPARTMENT CENTER TOTAL
MAYOR a. ORIGINAL 4
Permenent Permanent
b, DUPLICATE Term of . - Term of
Office Office'
RECORD SERIES DESCRIPTION (Purpose, content, and method of filing):
ADMINISTRATIVE POLICY FILES are items which establish department andror City policy and procedures; or
possess 'permanent historical or administrative value. These could document both the program and administrative
functions 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, correspondence,
working papers, notes, charts, and other writings which' document substantive programs and administrative
policies.
The "Mayor's Alpha File' contains duplicate' copies of correspondence maintained In the "Mayor's Subject Files,' .
These records are arranged alphabetically by name of addressee and are used as cross-reference. They may be
handled as duplicate files.
Approved: April 23, 1984.
Revised: October 16; 2000. Eliminated "records by other staff' from description.
..
APPROVED BY:
CITY CLERK DEPARTMENT He.a,D" ") CITY ATIORNEY

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iMulk/iOf/
(J!UX( 0.
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Retention Criteria: (1) Minimum legal requirement for original records established by Goyernment Code section
34090(d); (2) Administrative decision to retain materials beyond minimum legal requirement for purposes of fulfilling
historical and administrative needs; (3) Minimum legal requirement for duplicate records established by Goyernment
CndJl section 34090 7

' J
CC1570 (6/82)
RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO
SciMlduio No. Record S.rle. No.
1 2
OIIIGINATING DEPARTMENT RECOIIDS SERIES TITI.E
MAYOR ADVISORY BOARD ON v'v'OMEN FILES
(Deleted: October 16, 2000) .
RETENTION PERIOD
.
RECORDS
COPIES BY DMSION OR SECTION COPY DESIGNATION DEPARTMENT CENTER TOTAL
MAYOR 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 City
agencies of the needs and problems of women in the San Diego area and to recommend programs designed to
alleviate 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 recommending
programs which will provide women in the San Diego are greater opportunity without discrimination. Files relate
to subjects such as: child care services, credit application, discrimination, adequate housing, and employment
discrimination. .
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). Administrative
decision to retain material documenting the City's involvement in the rights of women.
APPROVED BY:
CITY ATTORNEY
CC-15io (61821
e\
RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO
Schedule No. Record Sen.. No.
1 3
ORIGINATING DEPARTMENT RECORDS SERIES TITlE
MAYOR APPOINTMENT CALENDARS
RETENTION PERIOD
RECORDS
COPIES BY DIVISiON OR SECTION COPY DESIGNATION DEPARTMENT
CENTER TOTAL
MAYOR ORIGINAL (MAYOR) 2
.
2
.
RECORD SERIES DESCRIPTION (Purpose, content, and method of filing):
APPOINTMENT CALENDARS serve as schedules for appointments, errands, meetings, and other notations. They
are maintained for the Mayor and other administrative staff.
Appointment Calendars may be desk-size books, arranged chronologically; or such calendars may be maintained
electronically. .
Approved: April 23, 1984.
Revised: October 16, 2000. Description changed and retention reduced from permanent to 2 years. When these
began to be maintained electronically, an investigation was undertaken which determined that there were no
operational needs and no legal requirement to keep these records longer than 2 years. Also deleted copy
designation for "Staff"(which previously was kept for 2 years).
Retention Criteria: Minimum Ie al retention re uirement established b Goyernment Code section 34090(dl.
APPROVED BY:
( )
e
CITY CLERK
OOJ
CC-1570 (6/82)
DEPARTMENT HEAD
' . ~
CITY ATTORNEY
RECORDS RETENTION EVALUATION/CITY OF SAN DEGO
Record Series No. 4
ORIGINATING DEPARTMENT RECORDS SERIES TITLE
I
MAYOR
BOARDS AND COHHISSIO:, APPOINTHENT FILES
RETENTION PERIOD
COPIES BY DEPT'/SECTION COpy DESIGNATION
DEPARTMENT REC. CENTER TOTAL
MAYOR ORIGINAL Term of P P

RECORD SERIES DESCRIPTION (Purpose. content. and method of filinql:
San Diego City Charter Sections 41 and 43, and sever"l San Diego Municipal Code
sections empower the Hayor to appoint, subject to the :onfirmation of the Council,
members of various advisory boards, commissions and cCImittees. These files
data relating to the appointments of persons to these )odies, along with information
on the responsibilities to be assumed by each committE ,.
e:
Files include, but are not limited to: qualification, resumes; memoranda and corre-
spondence supporting the nomination of candidates copies of CH1472
Request for Council Action relating to confirmation "' appointees; copies of Council
resolutions indicating individuals appointed or listings of board .mem-
bers; letters of appreciation to individuals who have 3erved on boards; and letters
of confirmation of appointment.
These records refer to, among others; the Funds Commi .sion, Civil Service Commission,
City Planning Commission, Agricultural Board, Board Q Library Commissioners, Stadium
Authority Governing Board, Energy Advisory Board, :::" ernational Affairs Board, Noise
Abatement and Control Board, Youth Gang Advisory B02r', Relocation Appeals Board,
Loan Committee, Historical Site Board, Park and Recre,tion Board, San Diego Quality
of Life Board, and Land Development Advisory Board.
Files are generally arranged alphabetically by name c: board, commission or committee.
Retention Criteria: Minimum legal requirement by Government Code section
34090(d). Administrative decision to keep permanect_y records of Boards and Commission
appointments in one central location.
Approved: April 23, 1984.
CITY ATTORNEY
DEPARTMENT HEAD
APPROVED BY:
CITY CLERK

e;
e)
RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO
Schedule No; Record S.n No.
1 5
ORIGINATING DEPARTMENT RECORDS SERIES TITLE
MAYOR BUDGETS
(Deleted: October 16, 2000)
RETENTION PERIOD
RECORDS
COPIES SY DIVISiON OR SECTION COPY DESIGNATION DEPARTMENT CENTER TOTAL
MAYOR DUPLICATE Destroy
- -
when
reference
value
ceases
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-cover
books.
The Annual Budget is the final City budget and is the product of revisions which have been made to the Proposed
Budget and the Policy Budget. Budget revisions are directed and approved by the City Council in the course of
budget review meetings and public hearings. The Annual Budget contains the plan for operating the programs of
each City department; plans for Capital Improvement expenditures; summaries of proposed expenditures and
revenue; 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 first
meeting in May of each year. It contains proposals for operating expenses for each City Department, proposals
for Capital Improvements; summaries of proposed expenditures and revenue, and analyses of expenditures,
revenues and inter-fund transactions.
The Policy Budget was first developed for the Rscal Year 1980 Budget. It assists the City Council in focusing upon
the policy issues within each departmental budget and highlights changes in the Capital Improvements Program.
It is arranged in sections entitled: Economic and Legislative Consideration, Revenue, Budget Strategy, the Operating
Budget, and The Capital Improvements Budget..
Approved: April 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.
_J
APPROVED BY,
CITY CLERK
CC1570 16182)
CITY ATTORNEY
~ Q Q a 8 C 0 l
.'
RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO
Schedule No. Record Seria No.
1 6
ORIGINATING DEPARTMENT RECORDS SERIES TITLE
MAYOR CITY CIIARTER
(Deleted: October 16, 2000)
.
RETENTION PERIOD
RECORDS
COPIES BY DIVISION OR SECTION COpy DESIGNATION DEPARTMENT CENTER TOTAL
MAYOR 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 Diego
's organization of government. The current Charter was submittedto the qualified voters and ratified by them at
the general municipal election held on April 7. 1931.
The Charter is maintained in a looseleaf notebook containing articles which cover the areas of Corporate Powers,
Nominations and Elections, Legislative Power, The Mayor, Executive and Administrative Service, Board of
Education, Finance, Civil Service, the Retirement of Employees, the Police.. and Fire Retirement System, Firemen's
. Relief and Pension Fund (repealed), Labor on Public Work (repealed), City Police Court (repealed), and other
provisions.
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 now
available on line.
Retention Criteria: Minimum legal requirement established by Gpyernment Cpde section 34090.7.
APPROVED BY:
CITY CLERK
D ~ ~ A A
CITY ATTORNEY
.--,
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~ Ci. c::Jr;S(Cl,
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CC1570 (61821
e)
RECORDS RETENilON EVALUATION/CITY OF SAN DIEGO
Schedule No. Record S.riea No.
1 7
ORIGINATING DEPARTMENT RECORDS SERIES TITlE
MAYOR CITY ORGANIZATION CI/ARTS
(Deleted: October 16, 2000)
.
RETENTION PERIOD
RECORDS
COPIES BY DIVISiON OR SECTION COpy DESIGNATION DEPARTMENT CENTER TOTAL
MAYOR DUPLICATE -
RECORD SERIES DESCRIPTION (Purpose, content, and method of filing):
CITY ORGANIZATION CHARTS are contained in a looseleaf binder and indicate the administrative functional
structure for each City department. This binder also contains statements of the organization and purpose of each
department, 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


C}LwCz Q
cc-, 570 (6182l
RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO
Record Series No. 8
ORIGINATING DEPARTMENT RECORDS SERIES TITLE
MAYOR CONFERENCE FILES
RETENTION PERIOD
I
COPIES BY DEPT.lSECTION COpy DESIGNATION
DEPARTMENTI REG. CENTER TOTAL
MAYOR NONRECORD Destroywmen no longEr
needed tOT reterence.
I
I
I
I
RECORD SERIES DESCRIPTION (Purpose, content. and method of filinQl:
Conference Materials are contained in binders and include data relating to various
conferences to which the Mayor has been invited.
Materials include news releases, conference schedules, articles, agendas, corres-
pondence, memoranda, and background information. These relate to conferences
such as the United States Conference of Mayors, League of California Cities, and
the Japan/American Conference of Mayors.
Files are arranged chronologically by conference date, and thereunder by title
of conference.
Retention Criteria:
City of San Diego's
(11/16/81) and City
Retention established by "Legal Issues Paper Regarding the
Authority to Destroy Records and Identify Writing as Nonrecords"
of San Diego Ordinance No. 15761 - Definition of Nonrecord.
Approved: April 23, 1984.
v
I CC-1570 (6-821
APPROVED BY: i

DEPARTMENT HEAD
CITY ATTORNEY I
,
J.1{1.
'5- -\-\.
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RECORDS RETENTION EVALUATION/CITY OF SAN DIEC 0
Record Series No. 9

ORIGINATING DEPARTMENT RECORDS SERIES TITLE

I
HAYOR CORRESPONDENCE - ROUTI'"F
RETEN:rION PERIOD
COPIES BY OEPT./SECTION copy DESIGNATION
-
PAATMENT\ C REC,CENTER TOTAL
HAYOR ORIGINAL 2.rm of 2 Term of
ffice.
office +2.
-
I
i
I
RECORD SERIES DESCRIPTION (Purpose, Content, and method of filinQ):
Routine Correspondence concerns all aspects of City and normally documents
functions of the Mayor's office according to establishec: lolicy and procedure.
Correspondence concerning the establishment of policy, "rJ one copy of each standard
reply letter regarding major issues should be filed in ,1; Administrative Policy
Files series and retained permanently to document the p," ltion of the Mayor.
Files contain letters received and copies of letters , both to other government
officials and private citizens. These relate to subjeco such as park development,
condominium conversions, Police use of sleeper holds, CJ! vention Center Projects,
Town Councils, lighting, and housing.
Files are arranged chronologically in binders and also " ,phabetically by name of
addressee.
Retention Criteria: Minimum legal requirement establisl by Government Code
section 34090(d).
,Approved: April 23, 1984.
,
'.
f-Ao::::PP":R.:.;O"V:.;E=:Do,;:-B.:,,Y,-, _I_-L
CITY CLERK DEPARTMENT HEAD CITY ATTORNEY
(V'" <11{' r '/7. r7.
, /11, / I v /trJ-.JL
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ce-' 570 (6-82.)
RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO Record Series No. 10
ORIGINATING DEPARTMENT RECORDS SEAlES TITLE
MAYOR
CORRESPONDENCE - TRANSITORY
RETENTION PERrOD.
1
cOPIes BY OEPT./SECTION COpy DESIGNATION
O:EPARTMENT REC,CENTER TOTAL
NONRECORD
I
needed.
I MAYOR
Destroy wijen no
-
I
I
I
RECORD SERIES DESCRIPTION (Purpose, content. and method of fitinq):
Transitory Correspondence includes papers of short-term'interest which have no
documentary or evidential-value, but are retained to administrative needs.
Examples include: routine requests for inforrnatiqn and-publications, once the
requests have been fulfilled; letters of transmittals; telephone memos;
thank YOllS; letters of congratulations and requests for recommendations; extra
copies of outgoing correspondence prepared by other offices and forwarded to the Mayor
for information purposes only; and acknowledgements.
Retent-ion Criteria: Minimum legal requirement established by "Legal Issues Paper
Regarding the City of San Diego's Authority to Destroy Records and Identify Writings
as 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
RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO
Schedule No. Record S.Iia. No.
1 11
ORIGINATING DEPARTMENT RECORDS SERIES TITlE
MAYOR COUNCIL POLICY MANUAL
.
(Deleted: October 16, 2000)
RETENTION PERIOD
RECORDS
COPIES BY DIVISION OR SECTION COPY DESIGNATION DEPARTMENT CENTER TOTAL
MAYOR DUPLICATE

-

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,
.
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 Council
which, 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; Maintenance
and 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
RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO
Record Series No. 12
-.
ORIGINATING DEPARTMENT RECORDS SEAlES TITLE
MAYOR DOCKETS
RETENTION PERIOD
I
.
COPIES BY DEPT.lSECTION COpy DESIGNATION
DEPARTMENTI REC. CENTER TOTAL
MAYOR DUPLICATE Destroy I - -
I
I when
I

ceases.
i
I
RECORD SEAl ES DESCRIPTION (Purpose, centent, and method oi filinq):
Dockets are the printed agendas for the meetings of the City Council, the Housing
Authority, and the Housing Commission.
The City Council docket is divided into the following categories: Time Certain
Items.; Requests for Continuance; Adoption Agenda, Consent Items; Adoption Agenda,
Committee Items; Adoption Agenda, Other Legislative Items; Public Notice; Unanimous
Consent Items; Adoption Agenda, Noticed Hearings; and Unfinished Business. There
is also a Supplemental Docket for items which arrived too late to be placed on the
regular meeting docket.
Within the given categories are brief descriptions of each item to be discussed, and
possibly a short City Manager Report.
The Housing Authority docket contains a listing of items to be discussed with brief
descriptions of the action to be taken. This is generally in the form of a reso-
lution authorizing a specific action by the Housing Commission. The docket also
makes reference to reports on the subject and includes a fiscal impact statement.
The Housing Commission docket is merely an agenda, broken down by action reports
or information/status reports. The agenda items list the subject, with no further
descriptions.
Files are arranged chronologically by meeting date.
Retention Criteria: Minimum legal requirement established by Government Code
section 34090.7.
Approved: April 23, 1984.
DEPARTMENT HEAD
:/ '1" / ,1
1
,.] /1 , Iff'/{ r
I CITY ATTORNEY
'-\\ .
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No. IJ
RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO
ORIGINATING DEPARTMENT RECORDS SER IES TITLE
MAYOR INFORtIAT IONAL PUBLICATIONS
I
RETENTION PERIOD
.
I
I
COPIES BY DEPT.lSECTION copy DESIGNATION
DEPARTMENTI REC. CENTER TOTAL
MAYOR DUPLICATE/NONRECORD or
reference yalue cease
I I
I I
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RECORD SERIES DESCRIPTION (Purpose, Content, and method of filing):
Publications are pamphlets and guides which are made available to the
general public either upon request or as supporting information to departmental
correspondence. Many of the pamphlets are produced by the Public Information section
of the Citizens Assistance Department.
The publications include Guide to City Government; Governmenc Information Center
"1982 Directory"; Budgets in Brief; and booklets on Job Trai"ing, transportation
within the City, City planning, litter, and employment.
These items are mass produced for general distribution. One copy each produced by
the Citizens Assistance Department is retained permanently by that department .
Retention Criteria: Minimum legal requirement established by Government Code
section 34090.7.
Approved: April 23, 1984.
APPROVED BY:
CITY CLERK
CC-1570 (6-82)
DEPARTMENT HEAD , CITY ATTORNEY
RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO
Record Series No. 14
ORIGINATING DEPARTMENT RECORDS SERIES TITLE
MAYOR AFFAIRS BOARl
-IUS
RETENTION PERIOD
COPIES BY QEPT./SECTION copy DESIGNATION
-
TMENTI
! I
REC. CENTER TOTAL
MAYOR ORIGINAL
.
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p
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p
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RECORD SERIES DESCRIPTION (Purpose, Content, and method of filinQl:
The International Affairs Board was created to foster and F=< mote friendly relations
between San Diego and communities of foreign nations; to her economic cooperation
and cultural interchange; and initiate the formation of offi ,ial Sister City affili-
ations. Mayoral staff serves as secretary to the Board.
These files contain records such as correspondence, agenda and minutes,
resumes of Board members, membership rosters, news newspaper clippings,
budget records, and brochures and newsletters. They relate :0 the role of the Board
in guiding the Sister Cities program; inquiries from citie.:: _nterested in be:corning
San Diego's sister city; visits by San Diego officials to ler cities and by other
city officials to San Diego; annual reports for Sister appointments to the
Board; Intercultural Language Schaal Program; and
Files are arranged by subject.
Retention Criteria: Hinimum legal requirement established 1:: Government Code
section 34090(d). Administrative decision to retain mate:: 11 documenting the
.City's involvement with Sister Cities programs.
Approved: April 23, 1984.
+:====::-:-c::-:-=- J-=c-c:::=-:==,-----------

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'Il . 111./ J (\41 ',-
ceo' 570 16-82)
RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO
Record Series No. 15
ORIGINATING DEPARTMENT RECORDS SERrES TITLE
HAYOR LAND USE AND TRANSPORTATION
-
FILES
RETENTION PERIOO
COPIES BY DEPT./SECTION COpy DESIGNATION
DEPARTMENT! REC.CENTER TOTAL
HAYOR
I
ORIGINAL Term of 2 Term of
i
office.
I
otfice +2.
.
.
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RECORD SERIES DESCRIPTION (Purpose, content. and method of filinQI:
Land Use and Transportation Files contain material relating to community development.
This series consists mainly of several individual projects which are g ~ n e r a l l Y
identified and filed by a subject name.
Typical files include land use plans, reports, correspondence, memoranda, and analyses
provided by the Mayor's staff. They serve as supporting information for City Council
items and for special projects, and relate to such items a.s.coastal plan.s, canyons,
and open space.
Retention Criteria: "!inimum legal requirement established by Government Code
section 34090(d).
Approved: April 23, 1984.
APPROVED BY;
CITY CLERK
CC-t 570 (6-82.1
DEPARTMENT HEAD CITY ATTORNEY
RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO
Record Series No. 16
ORIGINATING DEPARTMENT RECORDS SEAlES TITLE
l
MAYOR MAYOR'S TASK FORCE FtLES
I
RETENTION PERIOD
I
COPIES BY DEPT.lSECTION COpy DESIGNATION
DEPARTMENT! REC. CENTER TOTAL
HAYOR ORIGINAL 2 P P
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RECORD SERIES DESCRIPTION (Purpose, content. and method of filin(;j):
Mayor's Task Force Files document the establishment and actions of citizen's advisory
groups created by the Hayor for the purpose of advising on questions which are
temporary in nature. The Task Forces are dissolved upon the completion of the
objectives for which they were created.
Files include records such as correspondence, membership rosters, meeting agenda
and minutes, reports, working notes, and information from other Cities with similar
task forces.
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.
Retention Criteria: legal requirement established by Government Code
section 34090(d).
Approved: April 23, 1984.
APPROvED BY:
CITY ATTORNEY
DEPARTMENT HEAD CITY CLERK

CC-\570 16-82)
RECORDS RETENTION EVALUATJON/CITY OF SAN DIEGO
Schedule No. Record S.ne. No.
1 17
ORIGINATING DEPARTMENT RECORDS SERIES 1TTLE
.
MAYOR MUNICIPAL CODE
(Deleted: October 16, 2000)
RETENTION PERIOD
RECORDS
COPIES 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 such
areas as government; Licenses, Permits, Business, Regulations and Business Taxes; Health and Sanitation; Public
Safety, Morals and Welfare; Public Works and Property; Public Improvement and Assessment Proceedings; Public
Utilities and Transportation; Building and Building Regulations; Traffic and Vehicles; Planning and Zoning.
' Current. Destroy superseded sections.
Approved: April 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.
e;
APPROVED BY:
CITY CLERK
CC-'57016182)
RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO Record Series No. 18
ORIGINATING DEPARTMENT RECORDS SERrES TITLE
i
i
I
MAYOR NEI.JS RELEASES I
RETENTION PERIOD
,
,
COPIES BY DEPT./SECTION COpy DESIGNATION
DEPARTMENTI REC. CENTER TOTAL
I
MAYOR MASTER COPY Term of
I
P P
I
office.
! I
DUPLICATE Destroy
,,,hen no long r needed I
for reference.
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,
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RECORD SERIES DESCRIPTION (Purpose, content. and method of filincil:
News Releases are issued by the Mayor f 5 office to 'representatives of the press.
These relate to subjects such as property taxes, Mayoral appointments to Boards and
Commissions, scheduled appearances by the Mayor, Horton Plaza Redevelopment, and
other City-related programs.
Master Copies are contained in binders and arranged chronologically. These binders
may also include copies of proclamations which initiated the news release, related
correspondence and memoranda, and a copy of the news clipping.
Retention Criteria: Minimum legal requirement established by Government Code
secfion 34090(d). Administrative decision to retain permanently to document the
actions of the Mayor's office.
Approved: April 23, 1984.
APPROVED BY:
CITY CLERK DEPARTMENT HEAD CITY ATTORNEY

RECORDS RETENTiON EVALUATION/CITY OF SAN DIEGO

Sc:hedulo No.
.
Record Series No.
1 19
ORIGINATING DEPARTMENT RECORDS SERIES TITLE
MAYOR NE'/v'SF'APER CLIPPINGS
(Deleted: October 16, 2000)
RETENTION PERIOD
RECORDS
COPIES BY DIVISION OR SECTION COPY DESIGNATION DEPARTMENT CENTER TOTAL
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 contained
in 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 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 Diego's
Authority to Destroy Records and Identify Writing as.Nonrecords" (11/16/81) and City of San Diego Ordinance No:
15761 - Definition of Nonrecord. However, administrative decision has been made to retain permanently to
facilitate research needs.

APPROVED BY:
CITY CLERK
CC-1570 (6/a21
CITY ATTORNEY
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Kecord Series No. LO
RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO
ORIGINATING DEPARTMENT RECORDS SERIES TITLE
}lAYOR
OFFICE HANAGENENT FILES
RETENTION PERIOD
COPIES BY OEPT.lSECTIDN COpy DESIGNATION
DEPARTMENT AEC. CENTER
I
TOTAL
j
HAYOR
I
ORIGINAL 3 -
3 ,
I
DUPLICATE
3
I
- 3
I
I
RECORD SERIES DESCRIPTION (Purpose, content, and method of filinq):
Office Management Files consist of records which reflect the day-to-day administration
of the office. The series consists of some original records, but mostly duplicate
copies.
Records included in this series are:
Work Requests and Requisitions (GS-240 Telephone Service Authorization; PW999A
Work Request; PW999B Buildings Division Work Request; PA1434 Stores Requisitions;
PEA-1469 Printing Service Requisition; PF28 Service Request). These are records of
goods and services requested by the City Manager's office.
Request for Direct Payment (Form AC-468J. 'These are initiated as a request to the
Auditor to issue a check in the amount indicated to the order of a second party
for material or services received in a City related function. These are all instant
payments, including" to staff for travel expenses and mileage.
Parking Stamp Control Register (AC-S). This indicates the number of parking stamps
issued, to 'I:.Jhom, the reason, and the serial .numbers.
The files also include memoranda and correspondence to support these documents, Pur-
chase Orders, travel confirmations, copies of expenses incurred by staff on trips,
Travel Requests, invoices from Data Processing for charges incurred by the }layor's
office, Personal Property Transfer lists (AC-397), Auditron Reports, Biweekly Photo-
copy Usage Reports (AC-304), equipment warranties, key receipts, Invoices (AC-22),
Daily Cash Receipts (AC-1221), office supply inventories, expenditure log, Micro-
fiche Financial Status Reports, newspaper subscriptions, membership records, and
similar documents.
Records in this series are maintained in various file stations throughout the office.
Records at each file station may contain both original and duplicate records.
Criteria: (1) legal requirement established by Government Code
sections 34090(d) and 34090.7; (2) Administrative decision to keep audit worthy
materials beyond legal. minimum.
Approved: April 23, 1984.
APPROVED BY:
CITY CLERK DEPARTMENT HEAD CITY ATTORNEY
Kecorct Series No.
RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO
ORIGINATING DEPARTMENT RECORDS SERIES TITLE
MAYOR PAYROLL DOCUMENTS
RETENTION PERIOO
,
COPIES BY DEPT.JSECTION COpy OESI GNATlON
DEPARTMENT REC.CENTER TOTAL
;
,
MAYOR I DUPLICATE Destrov a ter suoerse ed or
,
I
reference ivalue cease
,
which-
ever is earlier.
I I
j
I
RECORD SERIES DESCRIPTION (Purpose, content, and method of filinQl:
Payroll documents are records created concerning employees of the Mayor's office.
Files include Employee Compensatory Time, Hourly Employee Hours, Sick Leave and
Vacation Balance Listing (Form COO-276); Personnel Insurance Forms (from Kaiser
and Pacific Guardian Life Insurance); Payroll Warrant-Check Register (Form 765R);
Merit Pay Increase Eligibility Records; discretionary leave requests; pay scales;
Classification.and Compensation Schedules; Payroll Deduction Register; Early Payoff
memoranda; Time Sheets (Form 764R); Reduction Register (Form 766R);
and related Some of these refer to individual employees and some to gen-
eral office payroll practices.
Files are arranged by separate titles, and generally chronologically thereunder.
Retention Criteria: Minimum legal requirement established by Government Code
section 34090(d).
Approved: April 23, 1984.
APPROVED BY:
CC-l 570 (6-82)
CITY CLERK DEPARTMENT HEAD
/1
. }?1, ];1/; 'DJLL
II
CITY ATTORNEY
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KeCoras NO. LL
Record Series No. 22
RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO
ORIGINATING DEPARTMENT RECORDS SERIES TITLE
>'
MAYOR
PERSONNEL FILES - INDIVIDUAL
I
RETENTION PERIOD
COPIES BY OEPT./SECTION copy DESIGNATION
DEPARTMENTI REC. CENTER TOTAL
(ALL DIVISIONS/SECTIONS) CURRENT EMPLOYEES Retain records in office.
I I
TRAc'lSFERRING EMPLOYEES See *
I
TE&.'1INATED EMPLOYEES
uestroy a+.L recorast
\'';,L
;""-00- '00 .,
RECORD SERIES DESCRIPTION (Purpose. content. and method of filinQI:
PERSONNEL FILES - INDIVIDUAL contains records for current and past employees of the
department.
Grou? A records include: Accident reports, counseling documentation,
disciplinary action records (including sealed disciplinary action records
maintained by a department head), education and training "records, Emer-
gency Notification Information Forms, employee recognition awards (e.g.,
exceptional merit increases, discretionary leave, bonus pay), employment
application and resume (if copies available), industrial injury reports
and records, letters of commendation or appreciation, medical data per-
tinent to the new job, name change- records, out-of-class assignment
records, payroll deduction all performance evaluation and
'supplemental performance reports completed within the past year (or
the last such report if older' than one year), Vehicle Collision Review
and Prevention Program Certification Form, and waivers or extensions
of probationary period (if pertinent to the new job) .
B records include: Appointing authority selection interview
documentation (to be maintained in separate files, not in an employee's
personnel file), discharge and employee separation records, job des-
criptions, leave requests, letters of complaint against the employee,
long disability records, medic31 data not pertinent to the new
job, and/or correspondence regarding grievances, payroll-
related records (e.g., Merit Increase Notices, Payroll Change Notices,
Notices of Absence or Overtime, Sheet Correction Notices, shift
differential pay, bilingual pay, standby pay, etc.), eval-
uation reports (other than those in Group A), promotion, demotion and
transier records; Gnd/or salary adjustment records,
Requests for Certification and Personnel Certifications, retirement
records, waivers and/or extensions of probationary periods (if not
pertinent to the new job).
(continued next page)
APPROVED BY:
CITY CLERK
I
I:
It
/ "
i CITY ATTORNEY

Chief Deputy
., . ., .'
.'
Record Series NO. 22
(Cont'd)
RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO
ORIGINATING DEPARTMENT RECORDS SEAlES TITLE
-
MAYOR PERSONNEL FILES - INDIVIDUAL, continued
RETENTION PERIOD
COPI ES BY DEPT./SECTION COpy DESIGNATION
DEPARTMENT AEC. CENTER TOTAL
.
I I
I
I
I
RECORD SERIES DESCRIPTION (Purpose. content. and method of filinQ):
*Disposition for Transferring employees (includes employees changing departments due
to interdepartmental transfers, class transfers, demotions and/or
failures of probation):
a. Transfer Group A records to receiving department.
b. Losing department destroys Group B records three (3) years after employee
transfers.
NOTE: For both Group A and Group B records please note for transferring/terminating
employees. When an employee leaves a department the losing department should review
its personnel records to determine if there are any records that should be forwarded
to the Personnel Department which not sent originally.
September 14, 1984
APPROVED BY-
I DEPARTMENT HEAD '(
CITY CLERK
'\
II
,_1,
//
CITY ATTORNEY
c;L-v-eit
Chief De ut
.'.\
.........
Record Series No. 23
RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO
ORIGINATING DEPARTMENT RECORDS SERIES TITLE
MAYOR PROCLAMATION FILES
RETENTION PERIOD
:
COPIES BY DEPT./SECTION COpy DESIGNATION
.
DEPARTMENTI REe.
I
CENTER TOTAL
MAYOR ORIGINAL Term of
I
2 Term of
!
I
ottlce.
I
ott +L.
I
I
I
I
RECORD SERIES DESCRIPTION (Purpose, content, and method of filinq);
Proclamations are declarations by the Mayor, for general knowledge, which relate to
matters of widespread interest. They have no legal effect but merely are formal
public announcements, for example declaring the observation of Alcohol Information
Month.
Files include copies of the proclamation itself and any correspondence which may
have requested such proclamation.
The proclamations are written on a standardized form in the style of official reso-
lutions.
Retention Criteria: legal requirement established by Government Code
section 34090(d).
Approved: April 23, 1984.
APPROVED BY: i
CITY CLERK DEPARTMENT HEAD CITY ATTORNEY
i


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CC-tS70 16-82)
;1

RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO

---
Schedule No. Record Series No.
1 23A
ORIGINATING DEPARTMENT RECORDS SERIES TITLE
MAYOR ROUTE SLIPS
RETENTiON PERIOD
RECORDS
COPIES BY DIVISION OR SECTION COPY DESIGNATION DEPARTMENT CENTER TOTAL
ORIGINAL
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/or
policies. These complaints are documented on the Route Slips (Form No. CM-8) and forwarded to City staff for
investigation and response. Documents in this file may include correspondence related to the inquiry, logs or
indexes of route slips received, and Department of Citizens Assistance and Information Response to Referral (Form
No. CAI-2) .." .
Arranged alphabetically by citizen's name and chronologically thereunder.
'It is not required that these files be transferred to the Records Center at the end of the year; however, total
retention in both the office and the Records Center should not exceed the Mayor's term of office + 2 years.
'Term of Office + 2 years
NOTE: Route slips are also maintained by the Citizens Assistance Department for five years.
Approved: February 18, 2000.
Retention Criteria: Minimum legal requirement established by Government Code section 34090Id).

APPROVED BY:
CITY CLERK
CITY ATTORNEY ~
~ ( ! 7 } l ~ / ~
RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO
Schedule No. Record Sene. No.
1 24
ORIGINATING DEPARTMENT RECORDS SERIES TITLE
MAYOR RULES COMMITTEE AGENDA FILES
RETENTION PERIOD
RECORDS
COPIES 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 and
Intergovernmental Relations, a Standing Committee of the City Council. The Mayor is Chairman of this committee.
Commonly referred to as the "Rules Committee', this committee has the responsibility to hold hearings on
resolutions and ordinances assigned by the City Council and also has the responsibility to assign items to the other
Council Standing Committees. Actions are then r ~ p o r t e d back to the full Council, with or without amendments.
The agendas are prepared by the committee consultant and submitted to committee members with documentation
for review and action. The agendas list the date and location of the meeting, and the items which will be
discussed. They also include a brief summary of the actions taken on items which were discussed at the previous
meeting. 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:
e)
CITY CLERK
CITY ATTORNEY
CiU:D. 0 d-ce
C
(..\
CC-'570 (6/82)
Record Series No. 25
RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO
ORIGINATING DEPARTMENT
RECORDS SERIES TITLE
MAYOR RULES DOCUMENTATION fILES
RETENTION PERIOD
!
COPIES BY OEPT./SECTION COpy DESIGNATION
OEPARI'1ENTI REC. CENTER TOTAL
I
MAYOR
I
DUPLICATE 5
I
- 5
- I
i
I
I i
I I
RECORD SERIES DESCRIPTION (Purpose, content. and method of iilinq):
Rules Conunittee Documentation Files, also commonly referred to "Rules Committee
1472's", contain records submitted before meetings of the Committee on Rules,
Legislation and Intergovernmental Relations. Copies of the material in these files
are then forwarded to the City Council via use of CM1472 .Request for Council Action.
Files include CMl472 Request for Council Action initiated by the Rules Committee
Consultant, Consultant Analyses, memoranda, correspondence, and draft resolutions.
Files are arranged chronologically by meeting date.
Retention Criteria: Minimum legal requirement established by Government Code
section 34090(d).
Approved: April 23, 1984.
APPROVED BY:
0/;,
f, .
CITY ATTORNEY DEPARTMENT HEAD
OjJ-Z
cet 570 (6-82)
RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO
Record Series No. 26
ORIGINATING DEPARTMENT RECORDS SERIES TITLE
MAYOR RULES COMMITTEE MEETING FILES
RETENTION PERIOD
!
COPIES BY DEPT./SECTION copy DESIGNATION
DEPARTMENT! REC. CENTER TOTAL
MAYOR/RULES COHNITTEE ORIGINAL 2
I
p p
.
I
I
I I
I
I
RECORD SERIES DESCRIPTION (Purpose. content. and method of filinQ):
Rules Committee Heeting Files contain all documentation submitted before each meeting
of the Committee on Rules, Legislation and Relations for review and
action.
Files include copies of resolutions and ordinances; copies of agenda and minutes;
City Reports; planning reports, maps, and engineering plans; CMl472 Request
for Council Action;. memoranda; correspondence; and reports.
Files are arranged chronologically by meeting date.
Retention Criteria: Minimum legal requirement established by Government Code
section 34090.
Approved: April 23, 1984.
CC'1570 (6-82)
DEPARTMENT HEAD
I
CITY ATTORNEY
Record Series No. 27
RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO
ORIGINATING DEPARTMENT RECORDS SERIES TITLE
MAYOR SAN DIEGO BOARDS AND COH}lISSIONS REGISTER
RETENTiON PERIOD
COPIES BY DEPT./SECTION COpy DESIGNATION
DEPARTMENT REC. CENTER TOTAL
MAYOR DUPLICATE Current.
-
-
IlJestroy
!
~ ~ ~ ~ ~ . i
I
sections. I
.
I
RECORD SERIES DESCRIPTION (Purpose, content. and method af filin'll:
The San Diego Boards and Commissions Register is a binder containing a brief
description of each City board and commission, including its duties, the compo-
sition of the board, the term of members, and the method of appointment. Included
in this series is a list of the current board members with their addresses and
phone numbers, and their appointment and expiration dates.
The series is arranged in two .sections-description and membership listing.
Arrangement thereunder is alphabetical by name of board.
The original copy is maintained permanently by the City Clerk.
Retention Criteria: Minimum legal requirement established by Government Code
section 34090.7.
Approved: April 23, 1984.
APPROVED BY:
CITY ATTORNEY
i1/!r'i
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DEPARTMENT HEAD CITY CLERK

RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO

Schedule No. Record Serie. No.
1 28
ORIGINATING DEPARTMENT RECORDS SERIES TITLE
MAYOR SPEECH WORKING MATERIALS
.
--
RETENTION PERIOD
DEPARTMENT
RECORDSC
COPIES 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 notes,
memoranda, correspondence, and notes from staff with possible subjects for speeches at specific engagements.
These 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 consists
of 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

CC-1579 (6/82)
RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO
,
Schedule No. Record Seri.. No.
" . 1 29
ORIGINATING DEPARTMENT RECORDS SERIES TITlE
MAYOR SPEECHES
RETENTION PERIOD
RECORDS
COPIES 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, events
and issues.
Arranged chronologically.
e; -Term of Office.
Approved: April 23, 1984.
Revised: October 16, 2000. Added 'policy' to records description.
Retention Criteria: Minimum legal requirement established by Goyernment Code section 34090(dl .. Administrative
decision 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
JU
Record Series No. 30
RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO
ORIGINATING DEPARTMENT
RECORDS SERIES TITLE
MAYOR STATE OF THE CITY ADDRESSES
I
RETENTION PERIOD
I
COPIES BY DEPT./SECTION copy DESIGNATION
DEPARTMENTI REC. CENTER I TOTAL
I
,
MAYOR RECORD COPY Forward City Cler for
I
permanent: retention.
i
I
DUPLICATES Destroy when no langE r needed.
I I
i
I
RECORD SERIES DESCRIPTION lPurpose, content, and method of filinq):
The State of the City Address is an annual report presented by the Mayor to the City
Council and the public. 'The Mayor summarizes the actions and accomplishments of
the City government for the prior year, offers a statement of the current conditions
and affairs of the City, and makes recommendations on matters deemed expedient and
proper. The State of the City Address was first delivered by the Mayor in January,
1964.
One copy of the final speech should be designated the Record Copy and forwarded to
the City Clerk's office to be retained permanently.
Retention Criteria: Minimum legal requirement for Record Copy by
Government Code section 34090(d); minimum legal requirement for duplicate copies
established by Government Code section 34090:7.
Approved: April 23, 1984.
APPROVED BY:
CITY CLERK
DEPARTMENT HEAD CITY ATTORNEY
Record Series No. 31
RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO
ORIGINATING DEPARTMENT RECORDS SERIES TITLE
MAYOR
SUBJECT FILES
RETENTION PERIOD
,
:
COPIES BY DEPT.lSECTION COPY DESIGNATION
DEPARTMENT REC. CENTER TOTAL
I
MAYOR
ORIGINAL 2 -
2
,
I DUPLICATE (READY Destroy w en no longl r needed
,
I
REFERENCE) for
I
I I
I
RECORD SERIES DESCRIPTION (Purpose. content. and method of filinQ):
Subject Files are utilized by administrative personnel and relate to City functions,
activities which reflect the department's objectives, special projects, services,
events or issues, and various program functions. Files should be reviewed at the
completion of the office retention period, and items which meet established retention
criteria should be refiled in the Administrative Policy Files series and transferred
to the Records Center.
Files contain records such as memoranda; correspondence, reports; copies of news
articles; copies of City Manager Reports; copies of remarks or speeches of the Mayor;
working notes; copies of Administrative Regulations and Council Policies; brochures;
copies of Cpuncil meeting supporting information; copies of petitions; copies of
memoranda regarding appointments to Boards and Commissions; and office organ-
ization and staffing reports.
Files include, but are not limited to information on community events, open
crime, business, paramedics, budget, growth, and airports. Also included are special
sections on llArnerica's Finest City" and "State of the City".
Files are arranged alphabetically by subject.
Retention Criteria: Minimum legal requirement established by Government Code
section 34090(d).
Approved: April 23, 1984.
CC-1570 (6-82)
'DEPARTMENT HEAD 0
'f!:' @/tL/(t
, CITY ATTORNEY
,.
Record Series No. 32
RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO
ORIGINATING DEPARTMENT RECORDS SERIES TITLE
NAYOR TECHNICAL REFERENCE i
RETENTION PERIOD
I
COPIES BY DEPT./SECTION COpy DESIGNATION
DEPARTMENTI REC. CENTER TOTAL
NAYOR
I
NONRECORD OR DUPLICATE Destroy
- -
atter
,
,
i
ceases.
I
RECORD SERIES DESCRIPTION (Purpose, content, and method of filinQI:
Technical Reference materials consist of printed or other reproduced materials
received from sources outside the City which are of nonrecord value but have a
direct relationship to the work of the office and are used for reference. They
may consist of duplicate copies of records which have been produced or issued
by other departments and have not been designated as record copies.
Technical Reference materials items such as: periodicals; directives;
sales literature; articles; stenotype instructional pamphlets; supervisors
manuals; dictionaries; budget preparation systems instructions; I1California Journal";
and materials from professional organizations; seminars, training classes, workshops,
or conferences.
Retention Criteria: (1) Legal Issues Paper Regarding the City of San Diego's
Authority to Destroy Records and Identify Writing as Nonrecords (11/16/81);
(2) City of San Diego Ordinance No. 15761 - Definition of Nonrecord; (3) Ninimum
legal requirements for duplicate records established by Government Code section
34090.7.
Approved: April 23, 1984.
APPROVED BY:
cc-, S70 16-12)
DEPARTMENT HEAD
('.
I
CITY ATTORNEY
NO. 33
RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO
ORIGINATING DEPARTMENT RECORDS SERIES TITLE
!
TRANSNATIONAL RELATIONS FILES I
I
RETENTION PERIOD
I
,
COPIES BY DEPT.lSECTIDN COpy DESIGNATION
DEPARTMENT REC. CENTER TOTAL I
KI;YOR ORIGINAL 2 P P
i
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I
I
I
I
RECORD SERIES DESCRIPTION (Purpose, Content, and method of filinQl:
Transnational Relations Files contain documentation which concerns the planning,
initiation, management, and effectiveness of efforts to establish a coordinated
intergovernmental/ international relationsh ip. The series consists of individual
projects relating to single actions, events or organizations, along with ongoing
projects which establish a continuity necessary for mutual binational cooperation.
Documentation of projects in this series will generally reflect the entire admin-
istration of the project from"its inception to its termination.
The files include correspondence, memoranda, reports, special studies, surveys,
tables, charts, net.Jspaper" articles, and pamphlets. These relate ::0 in terna tional
affairs t.Jith all levels of government in Hexico; work with the six Southwest states;
issues and concerns of Hispanic representatives; coordination with the Southwest
Border Regional Commission, the County of San Diego, and the Local Agency Formation
Corporation (LAFCO); liaison with educational institutions in the United States and
Mexico; and economic and land develop2ent, particularly in the Dtay Mesa area.
Files are arranged by subject.
Retention Criteria: ?1inimum legal requirement established by Government Code
section 34090(d). Administrative decision to retain files to document City of
-San Diego relationship with bordering governments.
Approved: April 23, 1984.
APPROVED BY;
CITY CLERK
CC-1570 (6-821
DEPARTMENT H=:AD CITY ATTORNEY
Record Series No. 34
RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO
,
ORIGINATING DEPARTMENT RECOROS SERIES TITLE
MAYOR ARTIFACTS
RETENTION PERIOD
COPIES BY DEPT./SECTION I COPY DESIGNATION
DEPARTMENT REC. CENTER 'TOTAL
MAYOR ORIGINAL
Serd to n.
2/P* 2/P*
(eMwtm ro
larDer need-
.
eel in tiE
office.
RECORD SEAl ES DESCRIPTION (Purpose. content, and method of filinql:
Artifacts consist of a variety of .items given to the Mayor by
citizens, organizations, institutions, or other governmental
agencies. Artifacts include everything from letter openers to
valuable works of art and may be symbolic of an event or
relationship of historical value.
....'
Unarranged.
*To be reviewed after two years by the Archivist and/or Records
Management Officer. Those items considered to have historical
value will be assigned permanent retention; other items will be
disposed of with the approval of the Mayor's Office.
Approved: March 17, 1988
Retention Criteria: Minimum legal requirement established by
Government Code section 34090(d) .
. APPROVED BY;
CITY CLERK
,. r 8 , ~ ~

RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO

Schedule No. Record Seri No.
. 1 35
ORIGINATING DEPARTMENT RECORDS SERIES.T\TlE
MAYOR DOWNTOWN MARKETING CONSORTIUM FILES
(Deleted: October 16, 2000)
RETENTiON PERIOD
RECORDS
COPIES BY DIVISiON OR SECTION COpy DESIGNATION DEPARTMENT CENTER TOTAL
ORIGINAL 6 mos. 1 year. 2
6 mos
RECORD SERIES DESCRIPTION (Purpose, content, and method of filing):
DOWNTOWN MARKETING CONSORnUM ALES relate to the promotion. of downtown as a marketing destination.
The 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 BY:
CITY CLERK
CC-1570 (6/821
CITY ATTORNEY
~ l a . ~ L ' - l
Record Series No. 1
RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO
SCHEDULE 2
ORIGINATING DEPARTMENT RECORDS SEAl ES TITLE
MAYOR GENERAL FILES
RETENTION PERIOD
I
COPIES BY DEPT.JSECTION COpy DESIGNATION
DEPARTMENTI REC. CENTER TOTAL
HAYOR ORIGINAL -
I
p* p*
I
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I
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I
RECORD SERIES DESCRIPTION (Purpose. content, and method of filinQl:
General Files include: 1) Record material with permanent retention value,
2) records identified as having retention value less than permanent, and 3) non-
record materials. Prior to 1983, the :favor's Records Transfer and Retention
Schedule contained only three (3) series titles. The "General Files"
title served as a repository for virtually every record forwarded to the Records
Center for inactive s,torage.
Subsequent to 1983, a new Records Disposition Schedule was created with titles
which accurately describe and appraise the records created by the Mayor's office.
Specific disposition :instructions were developed to replace the general repository
function of the "General Files." Therefore, the early General Files may include
such items as: Subje,ct Files, Proclamations, Correspondence, Office Management
Files, and Technical Reference.
*Historical records should be removed from these files and retained permanently.
Those records which had previously been filed in this series for which a new series
had been described and appraised should be treated with the same disposition as the
current series.
Retention Criteria: Minimum legal requirement established .for original records by
Government Code section 34090; for duplicate records by Government Code section
34090.7; and for nonrecord material by San Diego City Ordinance 0-15761. Adminis-
trative decision to retain records which document City policy or the function of
the Mayor's office.
Approved: April 23, 1984.
CC-1570 (6'82)
APPROVED BY:
i
\

DEPARTMENT HEAD CITY ATTORNEY I
J,11
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RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO
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Schedule No. Record Series No.
2 2
ORIGINATING DEPARTMENT RECORDS SERIES TITLE
MAYOR ADVISORY BOARD ON WOMEN FILES
RETENTION PERIOD
RECORDS
COPIES 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 City
agencies of the needs and problems of women in the San Diego area and to recommend programs designed to
alleviate 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 reports,
working notes, brochures and photos. These relate to promoting awareness of problems and recommending
programs which will provide women in the San Diego area greater opportunitY without discrimination. Files relate
to subjects such as: child care services, credit application, discrimination, adequate housing,and employment
discrimination.
Files are arranged by subject.
Approved: April 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 ATTORNEY
NO SIGNATURES REQUIRED PER
RECORDS RETENTION EVALUATION FORM PROCEDURES AGREEMENT,
FEBRUARY 26, 1997
Retention Criteria: Minimum legal requirement established by Goyernment Code section 34090Id). Administrative
. I d h C' " I h R' h f

CC-1570-A (1/97l

RECORDS RETENTION EVALUATION/CITY OF SAN DIEGO

Sehedule No. Record Series No.
2 3
ORIGINATING DEPARTMENT RECORDS SERIES TITLE
MAYOR NEWSPAPER CLIPPINGS
RETENTION PERIOD
RECORDS
COPIES BY DIVISION OR SECTION COPY DESIGNATION DEPARTMENT CENTER TOTAL
NONRECORD Term of
Permanent Permanent
office
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 contained
in 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 by
the 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 Diego's
Authority to Destroy Records and Identify Writing as Nonrecords"' (11/16/81) and City of San Diego Ordinarice No.
5761 - Definition of Nonrecord. However, administrative decision has been made to retain permanently to facilitate
research needs.
APPROVED BY:
CITY CLERK DEPARTMENT HEAD CITY ATTORNEY
NO SIGNATURES REQUIRED PER RECORDS RETENTION EVALUATION FORM PROCEDURES AGREEMENT,
FEBRUARY 26. 1997
CC-1570-A 11/97)