Marilyn Bartholomew

19201 Sonoma Highway, PMB 128

Sonoma, California 95476
Phone: (707) 236-4112
E-Mail: wildcatpeak@yahoo.com

May 25, 2016

Via E-Mail
Christine Daniel, Assistant City Administrator
City of Oakland, City Administrators Office
1 Frank Ogawa Plaza, 3rd Floor
Oakland, CA 94612
E-Mail: cdaniel@oaklandnet.com
Re:

This Public Records Request.

Dear Ms. Daniel:

This letter submits a Public Records Request to you for your
response on behalf of the Employee Relations Department. (Govt.
Code 6250 6276.48 (the California Public Records Act).)
The eight (8) categories of records requested are detailed below
in this letter.

Definitions:

PUBLIC RECORDS REQUEST

For clarification of this Public Records Request, the

underlined terms herein below shall have the meanings
ascribed to them as follows:
Employee Relations The City of Oaklands Employee Relations
Department (also referred to herein as the agency).

Christine Daniel, Assistant City Administrator

City of Oakland
May 25, 2016

Records inventory worksheet A form that Employee Relations

(the agency) uses in gathering information the agency needs for
preparing a records retention schedule. The records inventory
worksheet is the form on which Employee Relations records all of the
records series being inventoried. Such records inventory worksheet
form used by Employee Relations is either the same as or similar to
the state-provided form which is the State of California RECORDS
INVENTORY WORKSHEET STD. 70 (REV. 5-92), copy attached hereto.
I understand that the information that is entered on the records
inventory worksheet would include at least some, or all, of the
following information:
1) The title of the records series; and
2) Description of the records series.
The title would be as descriptive as possible, since all future
references to the record would be by the assigned record series
name. The title of the record series would generally be the same
as that used by Employee Relations to identify the record. But if,
for some reason, the record series title differs substantially from
the designation used by Employee Relations, the reason for the
variation would be explained in the "Remarks" section of the
records inventory worksheet form.
3) Location of the record series being inventoried.
This would include the building address, room number, and
physical location within that room. (For example, as to location
within the room: If the record series were located in cabinet
number 5, Room 27, its location would be recorded as 27 on the
records inventory worksheet.)
If a single record series occupies only part of a filing cabinet, it is
presumable that the location of that records series would be
identified by letters starting with "A" at the bottom, going up as
high as necessary and avoiding confusion with numbers. For
example, if a record series were contained entirely in the second
drawer from the bottom in cabinet number 5, it is presumable

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Christine Daniel, Assistant City Administrator

City of Oakland
May 25, 2016

that the location of the series would be recorded as 5-B on the

records inventory worksheet.
4) Media Type.
The agency, Employee Relations, would have entered on the
records inventory worksheet the appropriate code for the type of
record being stored. For example, some code abbreviations used
by agencies have included the following:
C=computer printout,
CD=Compact Discs,
F=Microfilm or Microfiche (working copies),
DB=Database,
M=Magnetic Media or E=Electronic (Computer Hard Drive,
Computer Tapes Discs, Local Area Network or Word Processing
Discs),
DVD=Digital Video Disc, OD=Optical Disk,
P=Paper (except for Computer Printouts),
RAID= Redundant Array of Independent Discs,
S=Silver Halide Microfilm, RM=Removable Media consisting of
ZIP, JAZ, etc.
5) The years covered by each and every records series.
The period of years covered by the record series would be
indicated by the earliest and latest years.
6) Reference Status, Frequency of Access, and
7) Whether the document is an original or a copy.
The frequency of access of a record series would likely determine
where it is stored. Active records that need to be readily available
presumably would be stored in the office. Semi-active and
inactive records that are infrequently accessed presumably would
be stored elsewhere or in an outside storage facility. Thus, the
records inventory worksheet would indicate whether the records
series is A-active, S-semi-active, or I-Inactive and whether the
document is an original or a copy.

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Christine Daniel, Assistant City Administrator

City of Oakland
May 25, 2016

8) Volume of records in the series.

Presumably, the quantity of records is recorded on the records
inventory worksheet form by stating the volume (cubic feet) of
space that the records occupy.
9) Other information that can be obtained during the inventory.
Presumably, Employee Relations would have noted in a section
on the records inventory worksheet form whatever other
information obtained during the inventory may have assisted
Employee Relations in appraising the records.
Perpetual records Records that are retained for an indefinite
period of time and then stored or destroyed after some event takes
place.
Records According to California law: Public Records includes
any writing containing information relating to the conduct of the
publics business prepared, owned, used, or retained by any state or
local agency regardless of physical form or characteristics. (Govt.
Code 6252 (e).)
Records retention schedule The list of all records produced or
maintained by Employee Relations and the actions taken with regard
to those records. The records retention schedule certifies the life, care,
and disposition of all the Employee Relations records, and establishes
the normal course of business for how Employee Relations handles and
disposes of its records.
Records retention schedule approval request The document
that Employee Relations submits to the approval authority (or to the
government body that has administrative authority over Employee
Relations) for approval of the records retention schedule.
Retention period The length of time a record must be retained.

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Christine Daniel, Assistant City Administrator

City of Oakland
May 25, 2016

State of California RECORDS INVENTORY WORKSHEET STD. 70

(REV. 5-92) The state-provided form which is either the same as
or similar to the records inventory worksheet that is used by Employee
Relations. Attached hereto is a PDF file copy of that form, unfilled.
RECORDS THAT ARE HEREBY BEING SOUGHT:
1)
Each and every records inventory worksheet in which Employee
Relations has stated how its records are inventoried and which is
similar to, or which performs the same function as, the State of
California RECORDS INVENTORY WORKSHEET STD. 70 (REV. 5-92),
copy attached hereto.
2)
Each and every records retention schedule prepared on behalf
of Employee Relations concerning such agencys records that were
prepared, produced or retained after January 1, 2002.
3)
Each and every records retention schedule approval request
prepared on behalf of Employee Relations concerning such agencys
records that were prepared, produced or retained after January 1,
2002.
4)
Each and every periodic report prepared by, or on behalf of,
Employee Relations in which Employee Relations has identified perpetual
records that were retained after January 1, 2002.
5)
Each and every periodic report prepared by Employee Relations
in which Employee Relations has identified records that were transferred
to some other City of Oakland department, division or office after
January 1, 2002.
6)
Each and every periodic report prepared by Employee Relations
in which Employee Relations has identified records that were transferred
to a storage facility after January 1, 2002.

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Christine Daniel, Assistant City Administrator

City of Oakland
May 25, 2016

7)
Each and every periodic report prepared by Employee Relations
in which Employee Relations has identified records that were destroyed
after January 1, 2002.
The official document stating the Job Description for the City of
Oakland position of Assistant City Administrator.
8)

Within ten (10) days after receiving this Public Records Request
letter, please provide in writing to me your statement of whether the
records requested herein are disclosable public records. If the records
are determined to be partially or wholly nondisclosable, please provide
in writing, to me, your statement of the determination, the decisionmakers identity, and the reason(s) for the determination.
Within the same 10-day period, please inform me of the
estimated date by which any wholly or partially disclosable records will
be made available.
Please do not email to me copies, or mail to me copies, of
records in response to this letter. I am requesting that you state by
written response to me whether the records described herein are
disclosable and available for inspection by me. Only after you have
informed me of which records are disclosable and available will I then
inform you of whether I will request an opportunity to personally
inspect the records or whether I will request copies of certain records.
Sincerely,
Marilyn Bartholomew

Attachment

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