99-148RESOLUTION NO. 99R- 148
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
authorizes 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,
Finance Department 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 series described herein has
determined that said documents are no longer needed or required; and
WHEREAS, the City Council concurs in the determination of the respective custodians
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 in the Finance Department of the City of Anaheim be, and they are hereby
authorized to destroy immediately, in a lawful manner and without making any copies thereof, the
records under their respective charges, as more particularly described on 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 13tl~ay of July, 1999
MAYOR OF THE CITY OF EIM
ATTEST:
APPROVED:
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CITY CLERK OF THE Y OF AN IM ~~=,`JACK L. WHITE, CITY ATTO EY
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LS: em I destrcds . res
Exhibit A
Page 1 of 4
Record Series Ret Code
Program #1156 (Business License)
Applications Bus Benches CY+4Y
Bingo Permit Files CY+4Y
Business License Cash &
Remittance Processing CY+2Y
Business License Renewals CY+2Y
Business License Correspondence CY+4Y
Business License Applications CY+2Y
Request For Checks (refunds) A+3Y
Regulatory Permit Case Files (Closed)
December 1995
Dog Licenses Applications CY + 2Y
Dog Licenses Renewals CY + 2Y
Dog Licenses Refunds CY + 2Y
Dog License Payment Records
(JV & Remittance Process) CY + 4Y
County Dog License Reports CY + 4Y
NSF Check Records CY + 4Y
Animal Permits CY + 2Y
Sub-Contractors Lists CYOP
TOT Tax Receipts (Lic 49) CY+4Y
Temp Bus Lic/Christmas
/Pumpkin Patch CY+2Y
Waivers of Bus Lic Fee WC+3Y
TOT Case History Files (Closed) L+4Y
Regulatory Permit Applications L+2Y
Program No. 1155 (Collections)
Citations (Customer Copy) CYOP
Collection on Receipts (C.O.R.'s) A + lY
Years to Destroy
January through December 1993
January through December 1993
January through December 1995
January through December 1995
January through December 1993
January through December 1995
July 1992 through June 1993
L+2Y January through
January through December 1995
January through December 1995
January through December 1995
January through December 1993
January through December 1993
January through December 1993
January through December 1995
January through December 1998
January through December 1993
January through December 1995
January through December 1994
January through December 1993
January through December 1995
January through December 1998
July 1995 through June 1996
2
.,,~,. .... -A. ..__ ~. ~ _... ._.
Exhibit A
Page 2 of 4
Destruction of Records -Finance Department
Record Series Ret Code Years to Destroy
Program 1152 (Accounting)
Accounts Rcvble Notice to Bill A+SY July 1991 through June 1992
Accounts Rcvble Invoice A+SY July 1991 through June 1992
Bank/Cash Reconciliation A+3Y July 1993 through June 1994
Collections Receipts (COR's) A+SY July 1991 through June 1992
Deduct Employee Ledgers 2WKS + SY January through December 31, 1993
Depositor Trust Fund Receipts L+3Y January through December 1991
Event Time Sheets A+15Y December 1981 through December 14,
1982
Finance Accounting Operations A+SY
Fixed Asset Ledger A+2Y
FLSA Ledger 3MOS+3Y
1994
General Account Check Copy A+4Y
Original Account Check A+SY
Journal Entries A+4Y
Monthly Finance Reports A+3Y
Original Workers Comp Checks A+4Y
Payroll Statistical Ledgers 2WKS+15Y
1982
Payroll Checks CY+4Y
Payroll Yr to Date Register ~ 2WKS+15Y
Payroll Register Reg/Event A+ 15Y
Payroll Distrib Ledger SY
PERS Contribution Ledger 15Y
Purchase Orders A+3Y
Regular Time Reports Signed A+ 15Y
Regular Time Reports Unsigned 15Y
ACH Direct Deposit Reports CY+4
Returned W-2 Forms CY+4
Withholding Certif Forms W-4/DE4 CY+4
Payroll Employee Files T+4Y
Payroll Flex Comp Authorized Forms*
December 14, 1997
(Record copy in HRD)
Utility Deposit Checks A+6Y
Utility Refund Register A+6Y
July 1991 through June 1992
July 1994 through June 1995
December 1993 through December 31,
July 1992 through June 1993
July 1991 through June 1992
July 1992 through June 1993
July 1993 through June 1994
July 1992 through June 1993
December 1981 through December 17,
January 1993 through December 1993
January through December 17, 1982
January through December 17, 1982
January through December 17, 1993
January through December 17, 1982
July 1994 through June 1995
January through December 17, 1982
January through December 17, 1982
January 1993 through December 1993
January 1993 through December 1993
January 1993 through December 1993
January through December 17, 1993
CY+lY January 1997 through
July 1990 through June 1991
July 1990 through June 1991
3
Exhibit A
Page 3 of 4
Destruction of Records -Finance Department
Record Series Ret Code Years to Destroy
Program #1157 (Purchasing)
Bids A+4Y July 1, 1992 through June 30, 1993
Blanket Orders A+4Y July 1, 1992 through June 30, 1993
Correspondence CY+3Y July 1, 1993 through June 30, 1994
Correspondence PERS Policy CY+4Y July 1, 1992 through June 30, 1993
Open Orders A+4Y July 1, 1992 through June 30, 1993
Open Orders RFD's A+4Y July 1, 1992 through June 30, 1993
Purchase Orders A+4Y July 1, 1992 through June 30, 1993
Specifications CY+4Y July 1, 1992 through June 30, 1993
Staff Reports to Council A+3Y July 1, 1993 through June 30, 1994
Verbal Orders A+3Y July 1, 1993 through June 30, 1994
Program # 8258 (Reprographics)
Monthly Charge Reports A+3Y July 1, 1992 through June 30, 1993
Printing Requisitions CY+3Y July 1, 1992 through June 30, 1993
4
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Extubit A
Page 4 of 4
Record Series Ret Code
Program 1381 (Information Services )
DP Billing charges (interdept) CY+2Y
Vendor contracts L+SY
RFP-Not Accepted-Services CY+2Y
Work Requests DATA-37 CY+SY
Vendor Files General CY+2Y
Correspondence-External to City CY+2Y
Correspondence-Internal to City CY+2Y
Project Control Sheets CY+IY
Control Work Sheets for AFRAM (B/S)
December 1995
Utility Log Sheets CY+2Y
Utility Daily control Parameters CY+2Y
Problem Management System SY +2Y
Information Management System CY + 2Y
Generic (for all nroerams
Expense Claims CY+2Y
Itineraries CY+2Y
Request for Work CY+2Y
Material drawn from Stock Forms CY+2Y
Miscellaneous Correspondence CY+2Y
Purchasing/Printing Requisitions CY+2Y
Request for Delivery Forms CY+3Y
Resource Allocation Plan as Submitted CY+3Y
Resource Allocation Plan Workpapers CY+3Y
Staff Reports to City Council CY+2Y
Telephone Usage Reports CY+2Y
Telephone Message Logs CY+2Y
Staff Meeting Minutes CY+3Y
Inventories CY + 3Y
Organization Charts CY+2Y
Destruction of Records -Finance Department
Years to Destroy
January through December 1995
January through December 1992
January through December 1995
January through December 1992
January through December 1995
January through December 1995
January through December 1995
January through December 1996
CY+2Y January through
January through December 1995
January through December 1995
January through December 1995
January through December 1995
January through December 1995
January through December 1995
January through December 1995
January through December 1995
January through December 1995
January through December 1995
January through December 1994
January through December 1994
January through December 1994
January through December 1995
January through December 1995
January through December 1995
January through December 1994
January through December 1994
January through December 1995
T'he above records are no longer needed in the normal course of business and timir:g 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.
,f~,.e,~.c . ~~
William G. Sweeney, Finance D' ector
5
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) ss.
CITY OF ANAHEIM )
I, LEONORA N. SOHL, City Clerk of the City of Anaheim, do hereby certify that the foregoing
Resolution No. 99R-148 was introduced and adopted at a regular meeting provided by law, of the
Anaheim City Council held on the 13th day of July 1999, by the following vote of the members
thereof:
AYES:
NOES:
ABSENT
MAYOR/COUNCIL MEMBERS
MAYOR/COUNCIL MEMBERS:
MAYOR/COUNCIL MEMBERS:
Feldhaus, Kring, Tait, McCracken, Daly
None
None
AND I FURTHER CERTIFY that the Mayor of the City of Anaheim signed said Resolution
No. 99R-148 on the 13th day of July, 1999.
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of
Anaheim this 13th day of July, 1999.
CITY CLERK OF THE CITY OF ANAHEIM
(SEAL)
I, LEONORA N. SOHL, City Clerk of the City of Anaheim, do hereby certify that the foregoing is
the original of Resolution No. 99R-148 was duly passed and adopted by the City Council of the
City of Anaheim on July 13th, 1999.
~~
CITY CLERK OF THE CITY OF ANAHEIM