Commission Resolution amending the Department of the Environment Record Retention Schedule
[Amend Record Retention and Destruction Schedule)
Resolution amending the Department of the Environment’s Record Retention and Destruction Schedule to make revisions to naming conventions for types of records, retention categories, retention periods, and retention period title.
The following changes are to be amended in the record category of Contract/Grant Records, page 2:
1. Change the type of record for “Contracts/Agreements” to “Contract/Agreement Selection Process: (including RFPs, RFQs, and other responses and evaluation).”
2. Delete the type of record “MOUs/Grants”, the retention category of “2”, and the retention period of “2 years or life of agreement”.
3. Change the type of record for “Records of Payments on Contracts/Agreements” to “Contract Agreements, Grant Agreements, MOU’s and Payment Records for successful bids (actual signed agreement and attachments and payment records)”; and change the record retention from “life of agreement + 2 years term retention” to “life of agreement + 10 years term retention” or the term required by the funding source.
4. Delete the type of record for “Records of Payments on MOUs/Grants”, the retention category of “2”, and the term retention of “2 years or life of agreement”.
The following changes are to be amended under the title “RETENTION PERIOD”:
1. Delete “Current” and “Storage”.
The following changes are to be amended under Retention Category on page 4:
1. Under the field of “2. CURRENT” add “OR OFF-SITE STORAGE”.
2. Delete “3. STORAGE.”
3. Change “4 NO RETENTION REQUIRED” to “3 NO RETENTION REQUIRED” and all fields throughout the document listed as “4” to “3”.
WHEREAS, Chapter 8, SEC. 8.3 of the San Francisco Administrative Code requires each department head to maintain records and create a Records Retention and Destruction Schedule; now, therefore, be it,
RESOLVED, That the Commission on the Environment adopts the attached Record Retention and Destruction Schedule for the Department of the Environment with the proposed amendments; and, be it,
FURTHER RESOLVED, that the Commission on the Environment empowers the President of the Commission to sign off on the Department of the Environment Record Retention and Destruction Schedule and Policy on behalf of the Commission.
I hereby certify that this Resolution was adopted at the Commission on the Environment’s Meeting on January 22, 2013.
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Monica Fish, Commission Secretary
VOTE: 5-0 Approved; 1 Absent; 1 Vacant
Ayes: Commissioners Arce, King, Gravanis, Stephenson and Wald
Noes: None
Absent: Commissioner Mok