RES-2006-081RESOLUTION NO. 2006-081
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF ANAHEIM APPROVING THE RECORDS
RETENTION SCHEDULE, FOR THE CITY TREASURER'S
DEPARTMENT
WHEREAS, Section 34090, et seq., of the Government Code of the State of
California provides for the retention and destruction of certain records, documents,
instruments, books and papers (hereinafter "records"); and
WHEREAS, in accordance with the provisions of Section 34090 a Records
Retention Schedule was previously approved by the City Council for the City Treasurer's
Department; and
WHEREAS, changes have been recommended to the Records Retention Schedule
for the Record Series in the City Treasurer's Department as shown on the attached
exhibit; and
WHEREAS, the Records Policy Committee of the City of Anaheim concurs in
these changes; and
WHEREAS, the City Council concurs in these recommended changes to the
Records Retention Schedule for the City Treasurer's Department.
NOW THEREFORE, BE TT RESOLVED by the City Council of the City of
Anaheim that the Records Retention Schedule for the City Treasurer's Department, as
amended, and as more particularly described in Exhibit "A" attached hereto and
incorporated herein by this reference is hereby approved.
THE FOREGOING RESOL ON is hereb proved and adopted by the City
Council of the City of Anaheim th' 9th day y ,2006.
MAYOR OF THE CITY OF AHEIM
ATTES
C CLERK F E CITY OF ANAHEIM
APPROVED AS TO FORM:
CITY ATTORNEY
ATTEST: AYES: Mayor Pr~ngle, Council Members Sidhu, Hernandez, Galloway, Chavez
NOES: NONE
ABSENT:NONE
ABSTAIN: NONE
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
AGENCY: City Treasurer's Office
AGENCY NO: 105
RESOLUTION NO.
DATE APPROVED: 02/23/1989
Pro Name: Ad~mstration~Casllt~ 1Viailia ~ement;. Wired Com nsadon Prvi ~ Itef`ir~:°;l~,avin s Pro ~ .
Pro ~ No:: 1154, ~~8~~i 39, 8140 ~ ~ . ~~ ~ ~ ~ ~ ~ ~ ~ ... ~ .... .
...
. ~ ~ ~ . ~ ~ ~ ~~~~~ ~C~odes and Defini~tions..~ ::::. -:. ~~ :~: ~.:.: ~ :::.: ... . ~ .
Record 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 functionin of the or anization.
Non-record Material that does not relate directly to the functioning of the organization; is not produced by or specifically for, the
or anization.
Retention Code
A Audit (as in after audit)
CL Closed/Com letion
CV Current Version
CY Current Year
E Ex iration
EV Event
ET End of Term, Ex iration of Term
F Records ke t b fiscal rather than Calendar ear ~ ~ ~ ~ ~ -: ~ ~' ~ Cordes
L Life of contract, buildin ore ui ment CCP Code of Civil Procedures
LA Limited Access CFR Code of Federal Re lations
P Permanent DP De artment Practice
T Termination as in em to ent, contracts) GC Government Code
V Vital Record
WC While Current
Y Year s)
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EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
AGENCY: City Treasurer's Office
AGENCY NO: 105
RESOLUTION NO.
DATE APPROVED: 02/23/1989
**If files are not audited within the retention period, they will be destroyed after seven (7) years; i.e. an `A+2Y' retention period will
be retained for seven years, if the file does not get audited within seven years it will be destroyed after the seventh years unless
otherwise stated in contracts.
RECORD.SERIES ~ .. ~.~~.:r~ASS ~ RETENTION~.~ ~'AI3'~~Z'Y .. ~.:~:::::;::~~~~::"~.`.~4MMEL11T~.:.:.... .
Accountin ~ Re rts CY + 2 Y Generic
Accounts Pa able Invoices CY + 3 Y Generic
Arbitra a Rebate Annual Calculations Casefile CY + 3 Y DP
Attendance Statistical Series Re rts CY + 2 Y Generic Personnel
Bank Monthl Anai sis Statements Re ort CY +3 Y DP
Bank Monthly Reconciliation Report Report A + 2 Y GC 3368;
GC 30210;
GC43900 et se
Bankru tc Casefile 10 Y DP
Bond Issue Folders/Correspondence* Casefile CL + l0 Y GC34090;
CCP 337.5 *or per Bond Indenture
Broker/Dealer Files Casefile CL + 2 Y DP
Bud et as submitted Other CY + 3 Y Generic
Bud et (work sheets Other CY + 3 Y Generic
Calendars, Diaries Other CY + 2 Y Generic
Cash Bonds -Letters of Credit /Deposit Cert. Receipt L + 4 Y GC34090;
GC53921
Cash Flow Detail Re rt Re ort CY + 3 Y DP
Checks, Disbursement Other A + 5 Y GC34090;
CCP 337.5 Imaged
Contracts Casefile L + 3 Y DP Record co : Cit Clerk
Copies Other DI Generic Extra copies no longer needed;
research materials available
from other sources.
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EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
AGENCY: City Treasurer's Office
AGENCY NO: 105
RESOLUTION NO.
DATE APPROVED: 02/23/1989
RECORD SERIES . ~ ~ .:~Cf:ASS ~ RETEN~flN ~~UTHflRI':~'.Y..:: •:. . ~ . COMM:~NTS
Comes ondence, General Other CY + 2 Y Generic
Custodial Safekee in Statements Re ort A + 2 Y DP
Daily Cash Receipts Report A + 2 Y DP Includes: wire confirms, NSF
checks
Deferred Comp Committee
A endas/Corres ondence Casefile P GC34090(d);
DP
Deferred Comp Committee Minutes Casefile P GC34090(d);
GC36814;
GC40801
Deferred Com arterl Rate Sheets Handout S + 2 Y DP
Deferred Com Wire/ACH Recei t Confirmations List A + 2 Y DP
Deferred Com nsation Statistical Re rt Re rt 10 Y DP
Relive R uests Forms CY + 2 Y Generic
Destruction Certificates Certificate P DP
Drafts Other DI Generic Office memos, minutes,
internal reports, working idles
duplicating official record
files.
ui ment Manuals Other WC Generic
Ex nse Claims Other CY + 3 Y Generic
Financial Records (De artmental) Files CY + 3 Y Generic
FT / 457 Plan Loan Deductions MPS410W Re ort P DP
FT / Biweekl Excess Sick Leave MPS420H Re rt CY + 3 Y DP Record co : Pa roll
FT /Current Terminations BC Re ort CY + 3 Y DP
FT /Deferred Com Loan Re a ment MPS450F Re ort P DP
FT /Deferred Com Summ MPS450A Re ort A DP
FT /Deferred Com YTD MPS450B Re ort P DP P = Year End onl
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sisn_onb
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
AGENCY: City Treasurer's Office
AGENCY NO: 105
RESOLUTION NO.
DATE APPROVED: 02/23/1989
RECORD SERIFS ~ . ~ :CLASS R£.TENTION ~ AUTH+O~~°~~:~ .~: ° ~ :~~ ~~~ ~~ CO~IIVICNTS~.
FT / Emp. Payroll YTD Earnings & Deductions
MPS915 Report P GC34090; DP
26 CFR 16001-1;
29 CFR 1627.3 2
FT /Errors MPS450C Re ort CY + 3 Y DP
FT / ICMA-RC Deferred Comp Deduction Name
MPS410K Report P DP P = Year End only
FT /Non Ca1PERS 457 Plan Summ MPS450D Re ort P DP
FT /Non Ca1PERS 457 Plan YTD MPS450E Re rt P DP
FT / PERS Def Comp Deduction -Name
MPS410L Report P DP
FT / RHS Plan MPS475 Re ort P DP
FT /Vested Em to ee Sick Leave Trust T1 Re ort P DP P = Year End onl
Interde artmental Char es AFRAM) Re orts CY + 3 Y Generic
Interest Reconciliation, Monthl Re ort A + 2 Y
Inventories Re orts CY + 3 Y Generic
Investment Advisory Commission Agendas/Corres. Casefile P GC34090(d);
DP
Investment Advisory Commission Minutes Minutes P GC34090(d);
GC36814;
GC40801
Investment Folders Casefile L + 3 Y
Investment Polic Statements Casefile CY + 3 Y
Investment Transactions Report P GC34090;
GC53607;
CCP 337
Itineraries Other CY + 2 Y Generic
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EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
AGENCY: City Treasurer's Office
AGENCY NO: 105
RESOLUTION NO.
DATE APPROVED: 02/23/1989
RECORD SERIES ~ ~ ~ CLASS ~ ~ ~ .RETENTION ~A;~UTHORITY ~ ~~ :: ~.. ~~ .: ~: ~ •. ~ CO ~:~~5 ..
Notes Other DI Generic Including handwritten; notes
not reflecting relevant matter,
histo
Or anization Chart Other CV + 2 Y Generic
Participant Folders Casefile CL+4Y GC34090; DP
26 CFR 16001-1;
29 CFR 1627.3 2 CL = until 0 Balance
Partici ant arterl Statements Re ort P DP P = Year End onl
Pa roll Re orts CY + 2 Y Generic
Personnel Records Files T + 4 Y Generic Limited Access. Includes
rformance reviews, MAPS
Personnel Records, Grievance Files T + 5 Y Generic Limited Access; create as
needed.
Personnel Records, Workers Compensation Files T + 5 Y Generic Limited Access; create as
needed.
Policies, Procedures - De artmental Other WC + 5 Y Generic
Portfolio Management Program Docs
(S mPro/Mone max) Report A + 2 Y DP
Provider Annual Re orts/Financial Statements Casefile L + 4 Y DP
Provider Contracts/A ements Casefile L + 4 Y DP Record Co : Ci Clerk
Provider Detail Disbursement Re ort - arterl Re rt P
Provider Investment Performance Sheets (Rate
Sheets) Report P DP
Provider PERS Loan Deduction Re ort Re ort P DP
Provider trl .Financial Re orts/Statements Re ort P DP
PT / 457 Plan Address Chan es MPS420J Re ort CY + 3 Y DP
PT /Deferred Comp Part Time to PERS
MPS160B Report CY + 3 Y DP
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EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
AGENCY: City Treasurer's Office
AGENCY NO: 105
RESOLUTION NO.
DATE APPROVED: 02/23/1989
RECORD SERIES ~ ~ ~. CLASS RETENTION ~AUTH4tR~i~'Y ~~ . ~ . COMMENTS•
PT /Deferred Com Summ MPE450A Re ort CY + 3 Y DP
PT /Deferred Com Terminations MPS 160A Re rt CY + 3 Y DP
PT /Deferred Com YTD MPE450B Re rt P DP P = Year End onl
PT / ICMA-RC Def Comp Deduction -Name
MPE680C Report P DP P = Year End only
PT 1 New Hire Re ort 457 Re ort CY + 3 Y DP
PT 1 Non Ca1PERS 457 Plan Summ MPE450D Re ort P DP
PT /Non Ca1PERS 457 Plan YTD MPE450E Re rt P DP
PT / PERS Deferred Comp Deduction -Name
MPE680A Report P DP
PT /Termination Re ort - 457 IY Re ort P DP
Purchase Orders Other CY + 2 Y Generic
Software License Other L Generic
Staff Meetin s Minutes CY + 3 Y Generic
Staff Re orts (to Cit Council) Re rts CY + 2 Y Generic Record Co : Cit Clerk
Stock Casefile L + 2 Y DP
Tele hone Messa es Lo CY + 2 Y Generic
Tele hone Messa es, sli s Other DI Generic
Tele hone Usa a Re rts CY + 2 Y Generic
Time Sheets, signed Other A + 6 Y Generic
29 CFR S l 6.5
Treasurer's Re orts to Council* Re ort CY + 3 Y DP Record co : Cit Clerk
Trustee Statements Statement P DP
Utilit Users Tax Casefile CY + 2 Y DP
Variance (Bud et Re orts CY + 2 Y Generic
Work Re uests Forms CY + 2 Y Generic
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