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RES-2008-045RESOLUTION NO. 2008R- 045 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ANAHEIM APPROVING A RECORDS RETENTION SCHEDULE FOR THE FINANCE DEPARTMENT WHEREAS, Section 34090 et seq. of the Government Code of the State of California (the "Records Retention Law requires the retention and provides for the destruction of certain records, documents, instruments, books and papers of the City; and WHEREAS, to implement and assure compliance with the provisions of Section 34090 of the Government Code, Section 1.10.100 of the Anaheim Municipal Code requires each department of the City of Anaheim to develop a records retention schedule for all municipal records in the custody of such department which schedule shall be deemed the official records retention schedule for such department upon the approval thereof by the City Council; and WHEREAS, in accordance with the aforesaid provisions and requirements, the Finance Department, Risk Management Division, (the "Department has heretofore developed a records retention schedule for all records in the custody of the General Manager of said Department which schedule has heretofore been approved by the City Council; and WHEREAS, it is proposed to make certain changes to said schedule which changes will conform to the aforesaid provisions and requirements of law; and WHEREAS, the Records Policy Committee of the City of Anaheim has reviewed the Records Retention Schedule and recommends approval thereof; and WHEREAS, the City Council concurs with the recommended Records Retention Schedule as hereinafter set forth. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Anaheim that the Records Retention Schedule for the Finance Department, Risk Management Division, as more particularly set forth in Exhibit "A" attached hereto and incorporated herein by this reference, is hereby approved. THE FOREGOING RESOLUTION is approved and adopted by the City Council of the City of Anaheim this 22ndday of April 2008, by the following roll -call vote: AYES: Mayor Pringle, Council Members Hernandez, Sidhu, Galloway, Kring NOES: NONE ABSTAIN: NONE ABSENT: NONE ATTEST: CITY CLERK OF THE CITY 68736.1 /bgranato /4 -1 1 -08 ANAHEIM MAYOR OF THE T F ANAHEIM Program Name: Accounting /Payroll, Collections, Information Services, Reprographics, Risk Management Y Program No.: 0150; 1152, 1155, 1381, 1382, 1383, 1385, 8258 Codes and Definitions Paper, correspondence, forms, photographs, microfilm, and audio tapes, maps, drawings, or other documents, including all copies thereof, as well as originals (created by the City in the ordinary course of business) which directly relate to the functioning of the organization. Material that does not relate directly to the functioning of the organization; is not produced by or specifically for, the organization. Other Codes California Administrative Code Code of Civil Procedures Code of California Regulations Code of Federal Regulations California Labor Code Department Preference I Government Code (California) Internal Revenue Code Office of Management Budget (US) United States Code DVD dDD I33 R/3 313 da 1 39 SuII SlAlO DSfl Retention Code Audit (as in after audit) pasoD Current Version Current Year Life of contract, building or equipment Permanent Permanent Until Deceased Vital Record While Current (s).reaA Record Non record AD A3 as 1 a +a I 3M L Q\ s o "0 0 °r" cLe o tr. o a 4. L rij CX) CA G N EXHIBIT A COMMENTS Collections Info; documentation files with City Clerk. Requests for Qualifications, Requests for Proposals Services, equipment Account transfers Payroll, canceled, voided l I Reports and related documentation; includes potential claim files Copy with submitting department AUTHORITY GC34090 dQ 060t£DD GC34090 CCP 337 GC34090 CCP 337 dQ Generic Generic GC34090 Generic GC34090 CCP 337 GC34090 City Attorney's memo 06/07/95 GC34090 GC25105.5 29CFR1904.2 29CFR1904.6 dQ 1 RETENTION A17 +1/ AD A9 +V AZ +AD CY 2 Y CY +3 Y CY +3Y AZ +d CY +2Y AS-FY Ab +V AD CL +7 Y AZ +AD I CLASS sjrodag Receipts Reports io o Other Reports Jatpo sali,4 *ports Other Other Other Investigative Files suuo3 RECORD SERIES Accounts Receivable Armored Car Assessment Districts Bids, RFQs, RFPs Successful Bids, RFQs, RFPs Unsuccessful Billing Charges, Interdepartmental Budget (final as submitted) Budget (work sheets) Budget Adjustments, journal entries Calendars, diaries Checks Checks, Accounts Payable (copies) Citations (Parking), Customer Copy Paid Claims Liability, Property, Unemployment Collection Officer receipts, Originals EXHIBIT A zo N A 0 W4 a o F itt 0 F t 4 o H W a U WC.7 A-et COMMENTS Office memos, minutes, internal reports, working files duplicating official records May includes cash register tapes, receipts for cash transactions, deposit slips, invoices, etc Purchase data, cost, account numbers liability insurance policies; position bonds Sent for monies owed, billing 1 AUTHORITY Generic 1 Generic 1 Generic du Generic GC34090.7 da GC34090 26 CFR 3001 65 -1(F) 1 da GC6410 29CFR 1910.20 Generic Generic 1 da da da 1 RETENTION IU DM A£ +AD AS +V A +AD AL +V AZ +V AI7 +V 1 AZ +AD C., A +AD CY +3Y 1 AS +V CY +2Y CY +4Y 1 CLASS .romp aa gl p Reports siodoN Reports slapa' Report Reports 1 Other Reports Reports suuod aag10 suuo3 Drafts Equipment Manuals Expense Claims Finance Accounting Operations (Iutuama.rudaa) spiooag lumounut j Financial, Annual Fixed Assets Fixed Assets, Inventory Information Management System Insurance Policies Interdepartmental charges Inventories Inventory Withdrawals SOOIOAUI IRS W -2 Returned EXHIBIT A o o el W4 4 AN i r: a A w x :I :z i 0 ti Et o EXHIBIT A Notes that do not reflect relevant matter, history YTD statistics; MPPS series computer reports Payroll reports showing charges (dollar amounts /hours) to accounts kept by departments; not retained in Finance. Labor costs by employee and program Deduction authorizations, beneficiary designations, unemployment claims, .arnishments or.rauaD 1 dQ 1 Generic Generic GC34090 29 CFR 516.5 29 CFR 516.6 dO GC34090 GC37207 GC34090 29 CFR 516.2 IQ BIZ +AD 1 CV +2Y AD Ab +V AD 0. A +,L Reports Other Reports Reports su.Uod Register san Notes, handwritten Notices to bill Organization charts Payroll Payroll, Adjustments Payroll, Flexible Compensation Authorizations Payroll, Regular and Event Payroll, Salary Records o o el W4 4 AN i r: a A w x :I :z i 0 ti Et o EXHIBIT A Z. 1 COMMENTS OSHA forms, Toss analysis reports, safety report, actuarial studies Retain onsite while software is in use. Record copy: City Clerk Available on imaging system Completed forms Disposal Forms 1096, 1099, W -4, W -2 Minimum 2 Years. 1 Reports prior to input into computer payroll system 1 AUTHORITY OMB 1220- 0029 CFR 1904.4 GC34090 Generic 1 Generic Generic dQ dQ 060F£DD GC34090 CCP 337 GC34090 29USC436 IRS31.6001 29CFR516.5 -6 J aQ opauaD Generic Generic 1 al dQ 1 RETENTION CL +7Y A +AD AZ +AD AZ +AD CY +2Y 1 At +V Ab +V AD IQ CY +2 Y 1 CY +2Y J CY +2Y d 1 CLASS Reports Other Minutes spodoj Reports F SUIJod sal Id Reports Reports Other .r s2o1 Reports spodag Reports Risk Management Software Licenses Staff Meeting (department) Staff Reports to City Council Statements, Annual Financial Stores, Material drawn from stock Stores, Orders Surplus Property Taxes, Federal State Technical Manuals, Vendor Telephone Message slips Telephone Messages Telephone Usage Time Reports (staff hours worked) Time Reports, Regular Signed C4 0 Cho 0 44 EXHIBIT A COMMENTS Time sheets held within each department. Account postings with supporting documents Claims files w /no stipulated award Claims files with stipulated award 1 AUTHORITY Generic GC34090 29 CFR 516.2 IRS 31.6001 -1 au1 da dQ dQ Generic dGl dQ GC34090 CCP 337 L'06017£D9 Generic 1 CCR 14311 CCR 15400.2 CLC 110 -139.6 dU RETENTION A9 +V AZ +V 1 CY +2Y 1 CY +2 Y A9 +V AZ +AD CY +2 Y AEA-NT A17 +V AZ +V CY +2Y 1 CL +7Y Q +d CLASS aaga0 ia O 1 so'I ao- Register Reports sajI4 sand aseD .ratll0 Register surtod SOH Salt RECORD SERIES Time Sheets (Department) Time Sheets, Event Utility Daily Control Parameters Utility Log Sheets Utility Refunds Variances (Budget) Vendors, General Verbal Orders Vouchers Warrants Work Requests Workers Compensation Workers Compensation CiD EXHIBIT A