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2002-088RESOLUTION NO. 2002R-88 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ANAHEIM AUTHORIZING THE DESTRUCTION OF CERTAIN CITY RECORDS MORE THAN TWO YEARS OLD 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 Director of Finance of the City of Anaheim 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 "W' 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 7th day of May , 2002. MAY~R-OF ~H-E CITY ~ ANAHEIM ATTEST: CItY CLER~ OF THE CITY OF ANAHEIM AP PROVE D: ? i C~TY~O~~F AHEiM C'ITY ATTORNEY O~ TH~ 40498.2 Exhibit A Page 1 of 4 Record Series Program # ! 156 (Business License) Bingo Permit Files Business License Cash & Remittance Processing Business License Renewals Business License Correspondence Business License Applications (With waivers of Bus Lic Fee) Request For Checks (refunds) Regulator3* Permit Case Files (Closed) Ret Code NSF Check Records Sub-Contractors Lists TOT Tax Receipts (Lic 49) Temp Bus Lic/Christmas /Pumpkin Patch Waivers of Bus Lic Fee TOT Case History Files (Closed) Regulatory Permit Case Files CY+4Y CY+4Y CY+2Y CY+4Y CY+2Y A+3Y L+2Y CY + 4Y CYOP CY+4Y CY+2Y L+3Y L+4Y L+2Y Program No. 1155 (Collections) Citations (Customer Copy) Collection on Receipts (C.O.R.'s) CYOP A+IY Years to Destroy January through December 1997 Janumzv through December 1997 JanUary through December 1999 January through December 1997 January through December 1999 July 1997 through June 1998 January through December t 999 January through December 1997 January through December 2001 January through December 1997 January through December 1999 January through December 1998 January through December 1997 January through December 1998 January through December 2001 July 1999 through June 2000 RECORD DESTRUCTION 2002.DOC 05/0712002 Exhibit A Page 2 of 4 Destruction of Records - Finance Department Record Series Program 1152 (Accounting) Accounts Rcvble Notice to Bill Accounts Rcvble Invoice Bank/Cash Reconciliation Collections Receipts (COR%) Deduct Employee Ledgers Depositor Trust Fund Receipts Event Time Sheets Finance Accounting Operations Fixed Asset Ledger FLSA Ledger General Account Check Copy Original Account Check Journal Entries Monthly Finance Reports Original Workers Comp Checks Payroll Statistical Ledgers Payroll Checks Payroll YTD Register Payro II Register Reg/Event Payroll Dist. Ledger PERS Contribution Ledger Purchase Orders Regular Time Reports Signed Regular Time Reports Unsigned ACH Direct Deposit Reports Returned W-2 Forms Withholding Forms W-4/DE4 Payroll Employee Files Ret Code A+6Y A+6Y A+5Y A+5Y 2WKS + 15Y L+5Y A+ 15Y A+5Y A+2Y 3MOS+3Y A+4Y A+4Y A+5Y A+5Y A+4Y 2WKS+15Y CY+4Y 2WKS+ 15Y A+ 15Y 5Y 15Y A+2Y A+ 15Y 15Y CY+4 CY+4 CY+4 T+4Y Payroll Flex Comp Authorized Forms*CY (Record copy in HRD) Utility Deposit Checks A+4Y Utility Refund Register A+6Y Years to Destroy July 1994 through June 1995 July 1994 through June 1995 July 1995 through June 1996 July 1995 through June 1996 January through December 19, 1986 January through December 1996 December 1984 through Dec.23, 1986 July 1995 through June 1996 July 1998 through June 1999 December 1997 through Dec.31, 1998 July 1996 through June 1997 July 1996 through June 1997 July 1995 through June 1996 July 1995 through June 1996 July 1996 through June 1997 December 1984 through Dec. 19, 1986 January 1997 through December 1997 January through December 19, 1986 January through December 19, 1986 January through December 19, 1996 January through December 19, 1986 July 1998 through June 1999 January through December 19, 1986 January through December 19, 1986 January 1997 through December 1997 January 1997 through December 1997 January 1997 through December 1997 January through December 19, 1997 January 2000 through Dec.20, 2001 July 1996 through June 1997 July 1994 through June 1995 Exhibit A Page 3 of 4 Destruction of Records - Finance Department Record Series Ret Code Years to Destroy ,Program #1155 (Purchasing) Bids A+6Y July 1, 1994 through June 30, 1995 Blanket Orders A+4Y July 1, 1996 through June 30, 1997 Correspondence CY+3Y July l, 1997 through June 30, 1998 Correspondence PERS Policy CY+4Y July 1, 1996 through June 30, 1997 Open Orders A+4Y July 1, 1996 through June 30, 1997 Open Orders RFD's A+4Y July 1, 1996 through June 30, 1997 Purchase Orders A+4Y July 1, 1996 through June 30, 1997 Specifications CY+4Y July 1, 1996 through J[ine 30, 1997 Staff Reports to Council A+3Y July 1, 1997 through June 30, 1998 Verbal Orders A+3Y July 1, 1997 through June 30, 1998 Program # 8258 (Reprographics) Monthly Charge Reports A+3Y Printing Requisitions CY+3 Y July 1, 1997 through June 30, 1998 July 1, 1997 through June 30, 1998 Pro,;ram #1114 (Budget) Departmental Budget Submissions CY+2Y Proposed Line Item Budget CY+2Y Adopted Line Item Budget CY+2Y Public Budget Document L+5Y (Exec SummaD') Proposed 5 Year CIP CY+5Y (Capital Improvement Program) F-4 Reports CY+SY (Computer list hourly labor & burden) AFRAM Forms 23 CY+5Y Through December 3 I, 1999 Through December 31, 1999 Through December 31, 1999 Through December 31, 1996 Through December 3 I, 1996 Through December 31, 1996 Through December 31, 1996 Exhibit A Page 4 of 4 Destruction of Records - Finance Department Record Series Program 1381 (Information Services) DP Billing charges (interdept) Vendor contracts RFP-Not Accepted-Services Work Requests DATA-37 Vendor Files General Correspondence-External to City Correspondence-Internal to City Project Control Sheets Ret Code Years to Destroy CY+2Y January through L+5Y January through CY+2Y January through CY+TY January through CY+2Y January through CY+2Y Jalmary through CY+2Y January through CY+2Y Control Work Sheets for AFRAM (B/S) CY+2Y Utility Log Sheets CY+2Y Utility Daily control Parameters CY+2Y Problem Management System CY +2Y Information Management System CY + 2Y December 1999 December 1995 December 1999 December 1995 December 1999 December 1999 December 1999 January through December 1999 January through December 1999 January through December 1999 January through December 1999 January through December 1999 January through December 1999 Generic (for all programs) Expense Claims Itinerm-ies Request for Work Material drawn frown Stock Forms Miscellaneous Correspondence Purchasin~Printing Requisitions Reqnest for Delivery Forms Resource Alloc Plan as Submitted (Budget) Resource Alloc Plan Workpapers (Budget) Staff Reports to City Council Telephone Usage Reports Telephone Message Logs Staff Meeting Minutes Inventories Organization Charts CY-C3Y January through December 1998 CY+2Y January through December 1999 CY+2Y January through December 1999 CY+2Y January through December 1999 CY+2Y January through December 1999 CY+2Y January through December 1999 CY+2Y January through December 1999 CY+3Y January through December 1998 CY+3Y January through December 1998 CY+2Y January through December 1999 CY+2Y January through December 1999 CY+2Y January through December 1999 CY+3Y January through December 1998 CY+3Y January through December 1998 CY+2Y January through December 1999 The above records ate no longer needed hi the normal course of business and timing of destruction is itt accordance with the adopted retention schedule for the Finance Department, and there are no extraordinary events, such ets litigation, to cause them to be removed from the destruction cycle. William'G. ctor STATE OF CALIFORNIA ) COUNTY OF ORANGE ) ss. CITY OF ANAHEIM ) I, SHERYLL SCHROEDER, City Clerk of the City of Anaheim, do hereby certify that the foregoing Resolution No. 2002R-88 was introduced and adopted at a regular meeting provided by law, of the Anaheim City Council held on the 7th day of May, 2002, by the following vote of the members thereof: AYES: MAYOR/COUNCIL MEMBERS: Feldhaus, Tait, Kring, McCracken, Daly NOES: MAYOR/COUNCIL MEMBERS: None ABSTAINED: MAYOR/COUNCIL MEMBERS: None ABSENT: MAYOR/COUNCIL MEMBERS: None CITY--HE CITY OF ANAHEIM (SEAL)