RES-2012-109 RESOLUTION NO. 2012- 109
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ANAHEIM AUTHORIZING THE DESTRUCTION OF
CERTAIN CITY RECORDS MORE THAN TWO YEARS OLD
(FINANCE)
WHEREAS, Sections 34090 et seq., of the Government Code of the State of
California authorize the destruction of certain records, documents, instruments, books and papers
(hereinafter "records ") of the City upon approval of the legislative body of the City and with the
written consent of the City Attorney, provided that said records do not fall within certain
specified categories; and
WHEREAS, the following described records under the charge of the Finance
Director of the City of Anaheim ( "custodian of records ") are more than two years old and are
documents which are authorized for destruction under the provisions of said Sections 34090 et
seq., of the Government Code without making a copy thereof; and
WHEREAS, the custodian of records of each record described herein has
determined that said documents are no longer needed or required; and
WHEREAS, the City Council concurs in the determination of the custodian of
records and finds that said records are no longer needed; and
WHEREAS, the City Attorney of the City of Anaheim does by the approval of
this resolution hereby give written consent for the destruction of the listed records.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Anaheim that the custodian of the described records in Exhibit "A ", of the City of Anaheim be,
and is hereby, authorized to destroy immediately, in a lawful manner and without making any
copies thereof, the records under his charge, as more particularly described in Exhibit "A"
attached hereto and incorporated herein by this reference.
BE IT FURTHER RESOLVED that upon destruction of the foregoing records, a
certificate of destruction shall be executed and the original thereof filed in the office of the City
Clerk together with a copy of this resolution.
THE FOREGOING RESOLUTION is approved and adopted by the City Council
of the City of Anaheim this 28th day of August , 2012, by the following roll call
vote:
AYES: Mayor Tait, Council Members Sidhu, Galloway, Eastman and Murray
NOES: None
ABSENT: None
ABSTAIN: None
CITY OF ANAHEIM
MAY R OF THE CITY OF ANAHEIM
ATTEST:
e i 04' �' .
CITY CLERK OF THE CITY OF . NAHEIM
APPROVED AS TO FORM:
CRISTINA TALLEY, CITY ATTORNEY
By: A . . . .. fit i
Krist Pelletier
Sr. Assistant Attorney
91256
2
EXHIBIT A
Accounts Receivable
RECORDS SERIES CLASS RETENTION YEARS TO DESTROY
Depositor Trust Fund Receipts L + 5 Y +5 years after Life of Contract
Collections (COR's) Receipts A + 5 Y FY 2005 and prior
Reconciliations, Bank /Cash Reports A + 5 Y FY 2005 and prior
Accounts Receivable Report A 4 4 Y FY 2006 and prior
Deposits, Receipts Receipts A + 4 Y FY 2006 and prior
Collection on Receipts (COR's) Reports A + 1 Y FY 2009 and prior
Notice to bill Reports CY + 2 Y FY 2009 and prior
Purchasing
RECORDS SERIES CLASS RETENTION YEARS TO DESTROY
Purchase Orders Files A + 4 Y FY 2006 and prior
Bids, RFQ's, RFP's — Other
Successful A + 6 Y FY 2004 and prior
Unsuccessful CY + 2 Y
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Thursday, September 13, 2012 Mobile Scheduled Ticket # 5025028
City of Anaheim-Finance Department Directions Routine instructions
200 S Anaheim Blvd. Ste. 643 CITY HALL 6,4. i 0 c 'AA-IA/2-TH
Anaheim, CA 92805
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Contacts:
Esther Robles (714)765-5195
Special Instructions
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Room Description Service Item Qty Pick Up Drop Off
100 Boxes (count) Boxes (count) 100.00 131:1
Time in: Time Out Driver: A' AD t N . Quantity: +f-
Service / Comments
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DESTRUCTION STATEMENT - On the date shown, designated confidential material was shredded
and destroyed as per our instructions.
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pertinent, of oestructiOR
Cornerstone Records Management hereby confirms that the documents, records, files, and products as
supplied to Cornerstone Records Management have been perntanently destroyed.
ENVIRONMENTAL
STATEMENT
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Cornerstone Records Management is
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1,--1 committed 10 a clean and sale
We Recycle environment. All .shredded material that
i,v recyclable is taken to 0 paper mill i°
be processed into new products
Building Stop 00 11321226 Pagel
Si * d`J r Interest is keeping rg interests Private.”
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Thu Sep 27, 2012 r next:10/18/2q Mobile Scheduled Ticket # 5025420
City of Anaheim-Finance Department Directions Routine Instructions
200 S Anaheim Blvd. Ste. 643 CITY HALL ' 111A-W2-TH
Anaheim, CA 92805
Contacts:
Esther Robles (714)765-5195
Special Instructions
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Room Description Service Item Qty Pick Up Drop Off
1 64 gallon tote 64 gallon tote 1.00 1 1 r 1
1 64 gatton tote 64 gallon tote 1.00 1 t ----- 1
60 Boxes (count) Boxes (count) 60.00 [1:1:1 1
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. 'QuantRy +I-
Titrie in i\ 3 Out°
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Driver: (:,
.
Service / Comments
DESTRUCTION STATEMENT - On the date shown, designated confidential material was shredded
and destroyed as per our instruc ions.
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CertiliCate tit theStrilet101 N...„...:,,
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...:;orrierstone Records iiiianagerrient hereby confirms that the doctim.erits, records fiies,,, an products at
supplied to 'Cornerstone Records Management nave been denmarientiy destroyed,
ENVIR()NMENTM
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commuted to a clean area va fi‘
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V . Mile Recycie enwm11171('171, All shredded rnalerial Mai
is recyclable ts 7c1/((n ro a nailer mill lo
be processed ha() new producl
Building Stop 00 . . 11321226 l'a,t.,Ye i
-4 0eir interest iz,..., keepin„c '''our ,l'interests Private'