San Francisco Records Retention Schedule & Disposal Rules

General Governance and Administration California 3 Minutes Read ยท published February 06, 2026 Flag of California

San Francisco, California maintains city records retention schedules and disposal rules to manage public records, archival transfers, and lawful destruction of municipal documents. This guide summarizes the roles of the City Clerk and Municipal Archives, step-by-step disposal procedures, enforcement and appeals, and practical actions for departments and residents. For department-level retention schedules and the records program, consult the City Clerk Records Management pages for official procedures and contacts.City Clerk Records Management[1]

Penalties & Enforcement

Responsibility for enforcing retention and disposal lies with the City Clerk's records program and the Municipal Archivist; serious or unlawful destruction of public records may involve the City Attorney. Exact monetary fines or statutory penalties for improper destruction at the municipal level are not specified on the cited municipal pages; see cited sources for department contacts and program rules.San Francisco Municipal Archives[2]

Willful destruction of public records can trigger administrative or legal review.
  • Enforcer: City Clerk records management program and Municipal Archivist; referrals to the City Attorney for legal action.
  • Inspection & complaints: departmental audits and public complaints handled via City Clerk contact channels.
  • Fines: not specified on the cited page.
  • Appeals: administrative review or appeal to the office named on the enforcement notice; specific time limits are not specified on the cited page.
  • Non-monetary sanctions: stop-work or hold orders, requirement to reproduce records if possible, referral to court for preservation orders.

Applications & Forms

Departments typically follow published retention schedules and submit transfer or destruction requests to the Municipal Archives or City Clerk records program. Where a specific form is required, the City Clerk records pages publish the form names and submission methods; if a department-specific form is not listed, state "not specified on the cited page" and contact the City Clerk for the correct procedure.

Contact the City Clerk records office before disposing of records older than the approved retention period.
  • Retention schedule submission: follow City Clerk guidance; specific form name or form number is not specified on the cited page.
  • Archival transfer: use Municipal Archives intake procedures as published by the Archives.
  • Deadlines: departments must follow retention schedule timelines; exact deadlines are per-schedule and not specified on the cited municipal pages.

How disposal decisions are made

Disposal follows an approved retention schedule that categorizes records by function and retention period. If records contain historical, legal, or fiscal value, the Municipal Archives may require transfer instead of destruction. Departments must document approval for destruction and retain proof of authorization.

  • Documentation: retention schedule code and signed approval required for disposal.
  • Technical destruction: confidential records require secure destruction methods (shredding or certified disposal).
  • Record holds: litigation or public records requests can place a hold that prevents scheduled destruction.
Always check for active legal holds before disposing of any record.

FAQ

What is a records retention schedule?
A retention schedule is an approved list that assigns retention periods and final dispositions (transfer or destruction) to classes of municipal records.
How do I request destruction of records?
Submit the department's disposal request as directed by the City Clerk records program or Municipal Archives; if a specific form is required, consult the City Clerk pages for the form name and submission method.
Who do I contact about suspected unlawful destruction?
Report to the City Clerk records management program and, if necessary, the City Attorney; departmental contact details are on the City Clerk site.City Clerk Records Management[1]

How-To

  1. Identify the record class and consult the official retention schedule for the assigned retention period and disposition.
  2. Check for active litigation or public records holds that prevent destruction.
  3. Complete the required disposal or transfer request and obtain approvals from records management or the Municipal Archives.
  4. If approved for destruction, use secure disposal methods and retain authorization records as proof.

Key Takeaways

  • Follow the City Clerk retention schedule and document approvals.
  • Do not destroy records subject to legal or PRA holds.
  • Contact the City Clerk or Municipal Archives for guidance before disposal.

Help and Support / Resources

  1. [1] City of San Francisco - City Clerk Records Management
  2. [2] City of San Francisco - Municipal Archives

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