San Francisco · Google Sheets template
Tenancy records inventory template — San Francisco
One row per class of record: why it’s kept, where, who can see it, and the basis for keeping it. Retention is a reason with a review date; holds pause disposal. Check applicable privacy, security and record-retention requirements. Rent Board filings have their own requirements.
Google Sheets template
Reference template. External access and imported formulas have not been verified; sample retention periods require review.
Open Google SheetPreview
Blue cells show example formulas; SAMPLE rows are synthetic. Review dates are reminders, not automatic deletion instructions.
| Summary | Record classes | =COUNTA(A6:A200) | With personal info | =COUNTIF(C6:C200,"Yes*") | Under hold | =COUNTIF(H6:H200,"Yes") | Reviews overdue | =COUNTIFS(G6:G200,">0",G6:G200,"<"&TODAY()) | |
|---|---|---|---|---|---|---|---|---|---|
| Record class | Purpose | Personal info? | Where held | Who can access | Retention basis | Review date | Hold? | Hold reason | Source / note |
| SAMPLE Leases, addenda and Rent Board disclosures | Evidence of the terms; base rent history | Yes | Drive › Tenancies › [unit] | Owner; PM | Life of tenancy + 4-year written-contract limitation (CCP 337 — verify) | 2030-09-01 | No | Civ. Code; CCP — verify | |
| SAMPLE Housing Inventory filings and rent increase licences | Proof of annual reporting; enforceability of increases | Yes (occupancy) | Rent Board Portal + Drive | Owner | Current + prior 4 years | 2027-03-01 | No | Ch. 37A — verify | |
| SAMPLE Rent increase notices and proofs of service | Lawful rent; banked increases | Yes | Drive › … › Rent | Owner | Life of tenancy + limitation | 2030-09-01 | No | Civ. Code 827; §37.3 — verify | |
| SAMPLE Deposit records; move-in/out photos; interest statements | §1950.5 and SF interest compliance | Yes | Drive › … › Deposits | Owner | Life of tenancy + 4 years | 2030-09-01 | Yes | Small claims (unit 3) | §1950.5; Ch. 49 — verify |
| SAMPLE Screening files (declined) | Fair housing defence (FEHA; FCO where covered) | Yes | Locked; decision-maker only | Owner | Shortest period consistent with FEHA and FCRA — verify | 2027-03-01 | No | Gov. Code 12955; FCRA — verify | |
| SAMPLE Buyout disclosures and agreements filed with the Rent Board | §37.9E compliance | Yes | Drive › Rent Board | Owner | Per ordinance — verify | 2028-01-01 | No | §37.9E — verify |
Field definitions
- Record class
- A kind of record, not a document
- Purpose
- In words you could say to the tenant
- Retention basis
- A documented reason, never a bare date
- Review date
- Prompts review; does not authorize destruction
- Hold?
- An applicable dispute or preservation hold pauses disposal
- Source / note
- Verify until reviewed