TIDA Seeks Public Comment on Draft Records Retention Policy and Schedule
TIDA has posted it's revised draft departmental Records Retention Policy and Schedule (the "Policy and Schedule"), and seeks Public Comment on the Policy and Schedule ahead of hearing for approval at the April 13th, 2016 TIDA Board of Directors Meeting. It is important to note that the Policy and Schedule categorizes the records retained by the Authority (example: "Leases, Licenses, Use Permits and Easment Agreements") but does not catalouge or list individual records within those categories (for example, the Policy and Schedule will not list "Sublease between TIDA and Commercial Tenant X, dated 1/1/2014").
Public Comment on the Policy and Schedule may be made in the following ways:
- E-mail to TIDA@sfgov.org
- USPS Mail to the TIDA Office, One Avenue of Palms, Suite 241, San Francisco, CA, 94130.
- In person at the April 13th, 2016 TIDA Board of Directors Meeting
Information on the City's Records Retention Policies
Chapter 8 of the San Francisco Administrative Code §8.3 requires each department to develop a written policy which sets forth a written schedule for the systematic retention and destruction of the department's records. For purposes of record retention and destruction, the term "record" is defined as set forth in Administrative Code §8.1, and includes any paper, book, photograph, film, sound recording, map, drawing or other document, or any copy thereof, as has been made or received by the department in connection with the transaction of public business and may have been retained by the department as 1) evidence of the department's activities, 2) for the information contained in it, or 3) to protect the legal or financial rights of the City and County of San Francisco or of persons directly affected by the activities of the City and County. Documents and other materials that do not constitute "records" under that section, including those described below, may be destroyed when no longer needed, unless otherwise specified.
Documents and other materials (including originals and duplicates) that are not otherwise required to be retained, are not necessary to the functioning or continuity of TIDA, and which have no legal significance may be destroyed when no longer needed. Examples include materials and documents generated for the convenience of the person generating them, draft documents (other than some contracts and legislation) which have been superseded by subsequent versions or rendered moot by the TIDA action, and duplicate copies of records that are no longer needed. Specific examples include telephone message slips, miscellaneous correspondence that does not require departmental attention or action, notepads, and periodicals or publications that are not of historical significance.