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2003-204RESOLUTION NO. 2003R- 204. 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 Finance Director of the City of Anaheim as Custodian of Records for the Finance Department 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 records for the Finance Department 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 18 day of November ,2003. MAYOR OF THE )F ANAHEIM ATTEST: 'I~ITY CLERK OF THE CITY OF ANAHEIM APPROVED: /'~.! / , 41089.3 Exhibit A Page 1 of 4 Record Series Program #1156 (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) Regulatory Permit Case Files (Closed) Ret Code CY+4Y CY+4Y CY+2Y CY+4Y CY+2Y A+3Y L+2Y CY + 4Y CY+4Y NSF Check Records TOT Tax Receipts (Lic 49) Temp Bus Lic/Christmas /Pumpkin Patch CY+2Y Waivers of Bus Lic Fee L+3Y TOT Case History Files (Closed) L+4Y Regulatory Permit Case Files L+2Y Program No. 1155 (Collections) Collection on Receipts (C.O.R.'s) A+IY Years to Destroy January through December 1998 January through December 1998 January through December 2000 January through December 1998 January through December 2000 July 1998 through June 1999 January through December 2000 January through December 1998 January through December 1998 January through December 2000 January through December 1999 January through December 1998 January through December 1999 July 2000 through June 2001 RECORD DESTRUCTION 2003.DOC 10/30/2003 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 (COWs) 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 Payroll 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 Utility Deposit Checks Utility Refund Register Ret Code A+6Y A+6Y A+5Y A+5Y 2WKS + 15Y L+5Y A+I 5Y 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 A+4Y A+6Y Years to Destroy July 1995 through June 1996 July 1995 through June 1996 July 1996 through June 1997 July 1996 through June 1997 January through December 19, 1987 January through December 1997 December 1985 through Dec.23, 1987 July 1996 through June 1997 July 1999 through June 2000 December 1998 through Dec.31, 1999 July 1997 through June 1998 July 1997 through June 1998 July 1996 through June 1997 July 1996 through June 1997 July 1997 through June 1998 December 1985 through Dec. 19, 1987 January 1998 through December 1998 January through December 19, 1987 January through December 19, 1987 January through December 19, 1997 January through December 19, 1987 July 1999 through June 2000 January through December 19, 1987 January through December 19, 1987 January 1998 through December 1998 January 1998 through December 1998 January 1998 through December 1998 January through December 19, 1998 July 1997 through June 1998 July 1995 through June 1996 Exhibit A Page 3 of 4 Destruction of Records - Finance Department Record Series Years Program # 1155 (Purchasing) Bids A+6Y July 1, Blanket Orders A+4Y July 1, Correspondence CY+3Y July 1 Correspondence PERS Policy CY+4Y July 1 Open Orders A+4Y July 1 Open Orders RFD's A+4Y July 1 Purchase Orders A+4Y July 1, Specifications CY+4Y July 1, Staff Reports to Council A+3Y July 1, Verbal Orders A+3Y July 1, Ret Code to Destroy 1996 through June 30, 1997 1998 through June 30, 1999 ,1999 through June 30, 2000 ,1998 through June 30, 1999 ,1998 through June 30, 1999 ,1998 through June 30, 1999 1998 through June 30, 1999 1998 through June 30, 1999 1999 through June 30, 2000 1999 through June 30, 2000 Program # 8258 (Reprographics) Monthly Charge Reports A+3Y Printing Requisitions CY+3Y July 1, 1998 through June 30, 1999 July 1, 1998 through June 30, 1999 Program #1114 (Budget) Departmental Budget Submissions Proposed Line Item Budget Adopted Line Item Budget Public Budget Document (Exec Summary) Proposed 5 Year CIP CY+5Y (Capital Improvement Program) F-4 Reports CY+5Y (Computer list hourly labor & burden) AFRAM Forms 23 CY+5Y CY+2Y CY+2Y CY+2Y L+5Y Through December 31, 2000 Through December 31,2000 Through December 31, 2000 Through December 31, 1997 Through December 31, 1997 Through December 31, 1997 Through December 31, 1997 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 CY+2Y L+5Y CY+2Y CY+7Y CY+2Y CY+2Y CY+2Y 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 Years to Destroy January January January January January January January through December 2000 through December 1996 through December 2000 through December 1996 through December 2000 through December 2000 through December 2000 January through December 2000 January through December 2000 January through December 2000 January through December 2000 January through December 2000 January through December 2000 Generic (for all programs) Expense Claims Itineraries Request for Work Material drawn from Stock Forms Miscellaneous Correspondence Purchasing/Printing Requisitions Request for Delivery Forms Resource Alioc 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+3Y January through December 1999 CY+2Y January through December 2000 CY+2Y January through December 2000 CY+2Y January through December 2000 CY+2Y January through December 2000 CY+2Y January through December 2000 CY+2Y January through December 2000 CY+3Y January through December 1999 CY+3Y January through December 1999 CY+2Y January through December 2000 CY+2Y January through December 2000 CY+2Y January through December 2000 CY+3Y January through December 1999 CY+3Y January through December 1999 CY+2Y January through December 2000 The above records are no longer needed in the normal course of business and timing of destruction is in accordance with the adopted retention schedule for the Finance Department, and there are no extraordinary events, such as litigation, to cause them to be removed from the destruction cycle. William G~. Sweeney, Finan~TDirector 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. 2003R-204 was introduced and adopted at a regular meeting provided by law, of the Anaheim City Council held on the 18th day of November 2003, by the following vote of the members thereof: AYES: MAYOR/COUNCIL MEMBERS: Pringle, Tait, Chavez, Hernandez, McCracken NOES: MAYOR/COUNCIL MEMBERS: None ABSTAINED: MAYOR/COUNCIL MEMBERS: None ABSENT: MAYOR/COUNCIL MEMBERS: None C~Y CLERK (~F THE CITY OF ANAHEIM (SEAL)