HomeMy WebLinkAbout19C - RECORDS DESTRUCTIONREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
SEPTEMBER 17, 2007
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
f'
CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
^ As Recommended
^ As Amended
^ Ordinance on 1St Reading
^ Ordinance on 2nd Reading
^ Implementing Resolution
^ Set Public Hearing For
CONTINUED TO
FILE NUMBER
Approve the requests for the destruction of obsolete records from various
City departments in accordance with the retention schedule outlined in
City Council Resolution 2006-045.
DISCUSSION
On July 3, 2006, the City Council approved a resolution outlining the
records retention schedule for the agencies, departments, and offices of
the City. City records are governed by the Public Records Act which
provides the time in which records need to be kept. The Citywide Records
Team compiled the Citywide Records Retention Schedule which sets forth
the retention period for a particular record. The Municipal Code
requires that the destruction of a City record be approved by the City
Attorney.
In accordance with Section 5B of the Citywide Records Retention Schedule
Resolution, the City Attorney has approved the list of records proposed
for destruction from the departments as outlined in the attached
documents.
FISCAL IMPACT
There is no fiscal impact associated with this item.
19C-1
MEMORANDUM
To: Joseph W. Fletcher
City Attorney
Executive Director
From: Finance & Management Services Agency
Subject: Destruction of City Records
Date: August 15, 2007
The Finance & Management Services Agency requests your consent to destroy the following city
records in accordance with the retention schedule outlined in City Council Resolution 2006-045.
RECORD
CATEGORY
Accounts Payable
Accounts Payable
Accounts Receivable
Accounts Receivable
Accounts Receivable
Banks
Capital Asset & Prop Trnsfr
CDBG
Central Services
General Ledger
Housing Assistance
Journal Vouchers
Labor
Labor
Labor
Labor
Overhead Distribution
Accounting & Budget
RECORD
SERIES
Vendor Claim Check Reg (AP65)
Cash & Accrual Closing
Collection Agency Reports
Year To Date
Notice to Bill
Statements & Accounts Recon
Reports
Comm Develop Block Grant Rpt
Balance Lists
Expenditure & Revenue Reports
Expenditure Detail
Journal Vouchers
Labor Internal Service Fund 86
Labor Distribution by Dept
Posting Errors
Labor Time Exception Sheets
Indirect Cost
Projects Authorization
~o ,
Francisco Gutierrez
df
DATES
Fiscal year.1996/1997 & prior
Fiscal year 2003/2004 & prior
Fiscal year 2003/2004 & prior
Fiscal year 2001/2002 & prior
Fiscal year 2003/2004 & prior
Fiscal year 2003/2004 & prior
Fiscal year 2003/2004 & prior
Fiscal year 2001/2002 & prior
Fiscal year 2003/2004 & prior
Fiscal year 2003/2004 & prior
Fiscal year 2003/2004 & prior
Fiscal year 1998-1999 & prior
Fiscal year 1998/1999 & prior
Fiscal year 2003/2004 & prior
Fiscal year 2005/2006 & prior
Fiscal year 1998/1999 & prior
Fiscal year 1998/1999 & prior
Fiscal year 1998/1999 & prior
APPROVED AS TO FORM:
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~,.:, .
oseph W. Fletcher
City Attorney
File //Accounts Payable/Dave/Records Destruction/070726 Memo Destruction.doc
19C-2