96-091 RESOLUTION NO. 96R-91
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF ANAHEIM AUTHORIZINO THE DESTRUCTION
OF CERTAIN CITY RECORDS MORE THAN T~O YEAHS
OLD ·
VV¥IBRBAS, Sections 34090 et seq. oftbe 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 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 dopies thereof, the records
under their respective charges, as more particularly described on Exhibit "A" (Pages 1-3) 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 11 day of June 1996.
MAYOR OF THE-CITY OF 0flqAHEIM
ATTEST:
APPROVED:
CITY CLERK OF THE CITY OF ANAHEIM ~&TE, CITY ATTORNEY
LS.'emldestrcds. res
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. 96R-91 was introduced and adopted at a regular meeting provided by law, of
the Anaheim City Council held on the 11th day of June, 1996, by the following vote of the
members thereof:
AYES: MAYOR/COUNCIL MEMBERS: Tait, Zemel, Felhaus, Lopez, Daly
NOES: MAYOR/COUNCIL MEMBERS: None
ABSENT: MAYOR/COUNCIL MEMBERS: None
AND I FURTHER CERTIFY that the Mayor of the City of Anaheim signed said Resolution
No. 96R-91 on the 11th day of June, 1996.
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City
of Anaheim this 1 lth day of June, 1996.
CITY CLERK OF THE ~ITY OF ANAHEIM
(SEAL)
I, LEONORA N. SOHL, City Clerk of the City of Anaheim, do hereby certify that the foregoing
is the odginal of Resolution No. 96R-91 was duly passed and adopted by the City Council of
the City of Anaheim on June 1 lth, 1996.
CITY CLERK Of THE CITY OF ANAHEIM
CERTIFICATE OF DEPARTMENTAL APPROVAL
DESTRUCTION OF RECORDS
The Managers of each Division of the Finance Department have reviewed all Record
Series scheduled for destruction within their programs as shown on pages labeled Finance 1-3
of this document and have concur that these records are no longer needed in the normal course
of business, and timing of destruction is in accordance with the adopted retention schedules for
the records of each respective division.
Program No. 1156~155 - Business License & Collections
William Sell, Manager
Program No. 1152 - Accounting/Payroll
~erl, As~sismnt Finance Director
Programs Nos. 1157 & 8258 - Purchasing/Reprographics
Diane Hughart, Purchasing Agent
Programs Nos. 1381 & 1383 -~t~formation Systems
Dam'el H. Am~Ma~
Concur with records listed for destruction for Finance Department
William $.. Sweeney, Finance Dir~or
25725
Destruction of Records - Finance Department
Exhibit A
Page 1 of 3
Record Series Ret Code Years to Destroy
Program #1156 (Business License)
Applications Bus Benches CY+4Y 1960 through 1991
Bingo Permit Files CY+4Y 1981 through 1991
Business License Cash &
Remiuance Processing CY+2Y July 1, 1984 through 1991
Business License Renewals CY+2Y 1991 through 1993
Business License Correspondence CY+4Y 1991 through 1991
Business License Applications CY+2Y 1991 through 1993
Legal Opinions CY+5Y 1971 through 1988
Request For Checks (refunds) A+3Y 1984 through 1991
Regulatory Permit Case Files (Closed) L+2Y 1967 through 1993
Dog Licenses Applications CY + 2Y 1990 through 1993
Dog Licenses Renewals CY +. 2Y 1990 through 1993
Dog Licenses Refunds CY + 2Y 1990 through 1991
Dog License Payment Records
(JV & Remittance Process) CY + 4Y 1990 through 1993
County Dog License Reports CY + 4Y 1990 through 1991
NSF Check Records CY + 4Y 1988 through 1991
Animal Permits CY + 2Y 1990 through 1993
Sub-Contractors Lists CYOP 1988 through 1995
TOT Tax Receipts (Lic 49) CY+4Y July 1986 through June 1991
Temp Bus Lie/Christmas
/Pumpkin Patch CY+2Y 1982 through 1993
Waivers of Bus Lie Fee WC+3Y 1986 through 1992
TOT Case History Files (Closed) L+4Y Prior to December, 1991
Regalatory Permit Applications L+2Y 1967 through 1993
Pro,,ram No. 1155 (Collections)
Citations (Customer Copy) CYOP January 1991 through December 1994
Collection on Receipts (C.O.R.'s) A + 1Y January 1993 through June 1994
Pro,,ram 1152 (Accounting)
Accounts Rcvble Notice to Bill A+5Y 1985 through 1990
Accounts Rcvble Invoice A+5Y 1984 through 1990
Bank/Cash Reconciliation A+3Y Years up to 6/30/92
Collections Receipts (COWs) A+5Y 08/01/87 through 12/31/90
Deduct Employee Ledgers 2WKS + 5Y 1985 through pay period ending 12/20/90
Depositor Trust Fund Receipts L+3Y 1983 through 1989
Event Time Sheets A+15Y 1975 through pay period ending 12/13/80
Finance Accounting Operations A+5Y Years up to 6/30/90
Fixed Asset Ledger A+2Y 1990 through 1991
FLSA Ledger 3MOS+3Y 1987 through pay period ending 12/17/92
General Account Check Copy A+4Y 4/30/87 through 6/30/91
Original Accourn Cheek A+5Y 1977 through 6/30/90
Journal Entries A+4Y Years prior to 6/30/91
25721
Destruction of Records - Finance Department
Exhibit A
Page 2 of 3
Record Series Ret Code Years to Destroy
Pro,,ram #1152 (Accounting. continued)
Monthly Finance Reports A+3Y Years prior to 6/30/92
Payroll Statistical Ledgers 2WKS+lSY 1970 through pay period ending 12/18/80
Payroll Checks CY+4Y 1975 through pay period ending 12/31/91
Payroll Yr to Date Register 2WKS+ 15Y 1970 through pay period ending 12/31/80
Payroll Register Reg/Event A+15Y 1950 through pay period ending 12/31/80
Payroll Distrib Ledger 5Y 1970 through pay period ending 12/31/90
PERS Contribution l_~:lger 15Y 1950 through pay period ending 12/18/80
Purchase Orders A + 3Y Years prior to 07/01/93
Regular Time Reports Signed A+15Y 1970 through pay period ending 12/18/80
Regular Time Reports Unsigned 15Y 1970 through pay period ending 12/18/80
ACH Direct Deposit Reports CY+4 1980 through pay period ending 12/19/91
Returned W-2 Forms CY+4 1987 through 12/31/91
Withholding Certif Forms W4/DFA CY+4 1985 through 12/31/91
Payroll Employee Files T + 4Y 1985 through pay period ending 12l 15191
Payroll Flex Comp Authorized Forms* CY+ 1Y 1987 through pay period ending 12/15/94
(Record copy in HRD)
Pro,ram #1157 (Purchasing)
Bids A+4Y July 1, 1989 through June 30, 1990 & older
Blanket Orders A+4Y July 1, 1989 through June 30, 1990 & older
Correspondence CY+3Y July 1, 1990 through June 30, 1991 & older
Correspondence PERS Policy CY+4Y July 1, 1989 through June 30, 1990 & older
Open Orders A+4Y July 1, 1978 through June 30, 1990 & older
Open Orders RFD's A+4Y July 1, 1989 through June 30, 1990 & older
Purchase Orders A+4Y July 1, 1984 through June 30, 1990 & older
Specifications CY+4Y July 1, 1989 through June 30. 1990 & older
Staff Reports to Council A+3Y July 1, 1990 through June 30, 1991 & older
Verbal Orders A+3Y July 1. 1990 through June 30, 1991 & older
Prot, ram# 8258 (Re~ro~,ra~hics)
Monthly Charge Reports A+3Y July 1, 1990 through June 30, 1991 & older
Printing Requisitions CY+3Y July 1. 1990 through June 30, 1991 & older
Program 1381 (Information Services)
DP Billing charges (interdept) CY+2Y 01/01/91 through 12/31/93
Vendor contracts L+5Y 01/01/92 through 12/31/93
RFP-Not Accepted-Services CY+2Y 01/01/84 through 12/31/89
Work Requests DATA-37 CY+SY 01/01/80 through 12/31/85
Vendor Files General CY+2Y 01/01/91 through 12/31/93
Correspondence-External to City CY+2Y 01/01/91 through 12/31/93
Correspondence-Internal to City CY+2Y 01/01/91 through 12/31/93
Project Control Sheets CY+IY 01/01/89 through 12/31/92
Control Work Sheets For AFRAM (B/S) CY+2Y 01/01/93 through 12/31/93
Utility Log Sheets CY+2Y 01/01/91 through 12/31/93
Utility Dally control Parameters CY+2Y 01/01/91 through 12/31/93
25721
Destruction of Records - Finance Department
Exhibit A
Page 3 of 3
Record Series Ret Code Years to Destroy
Pro,ram 1383 (Information Services)
Problem Management System CY+2Y 01/01/90 through 12/31/93
Information Management System CY+2Y 01/01/90 through 12/31/93
2572J