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CITY OF SANTA ANA <br />FINANCE & MANAGEMENT SERVICES <br />RECORDS RETENTION SCHEDULE <br /> <br />Resolution 98-088 <br /> Exhibit F <br /> Page F-7 of F-19 <br /> <br />RECORD RECORD RECORD RETENTION RETENTION REMARKS <br />CATEGORY SERIES DESCRIPTION START DATE PERIOD <br />ACCOUNTING & LABOR-Posting Errors Lists labor charges "Unable to Post" by Date prepared 1 year <br />BUDGET account number and work order <br /> number <br />ACCOUNTING & LABOR-Time Exception Forms to change Labor expenditures to Date prepared Hard copy 2 years <br />BUDGET Sheets applicable Fund/Activity Work Orders Microfiche 8 years <br /> other than home account <br />ACCOUNTING & OVERHEAD Lists indirect costs & overhead charges Date prepared Hard copy-1 year <br />BUDGET DISTRIBUTION - Indirect by account number Microfiche 8 years. <br /> Cost <br />ACCOUNTING & PROJECTS - Requests Form used to request Council approval Approval Date 5 years after <br />BUDGET for Council Action (RFCA) for transactions in excess of $10,000; project completion <br /> RFCAs also used for other legislative date (Note: 8 <br /> Council actions years for grant- <br /> funded projects) <br />ACCOUNTING & PROJECTS-Authorization Contains Project Authorization to set Project 5 years after <br />BUDGET up project, Project Completion to mark Inception Project completion <br /> end of project, and associated memos, date (Note: 8 <br /> reports, and correspondence years for grant- <br /> funded projects) <br />ACCOUNTING & PROJECTS-Project Lists year-to-date expenditures, Project Hard copy 3 years; Complete <br />BUDGET Report (PS295) encumbrances, & available balances Inception Microfilm 8 years PROJECT files <br /> by project number after completion are maintained by <br /> date (Note: 8 <br /> years for grant- the Public Works <br /> funded projects) Agency <br /> <br /> <br />