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2000-235RESOLUTION NO. 2000R- 235 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 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 described herein has determined that said documents needed or required; and record are no longer 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 UA" 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 14th day of November, 2000. ATTEST: C~TY CL~K OF THE CITY OF ANAHEIM MA~OR OF ~E CITY ~ANAHEIM APPROVED: 25{530.2 ANAHEIM 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+4Y 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)L+2Y Dog Licenses Applications CY + 2Y Dog Licenses Renewals CY + 2Y Dog Licenses Refunds CY + 4Y Dog License Payment Records (YV & 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/Clmstmas /Pumpkin Patch CY+2Y Waivers of Bus Lic Fee L+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 + 1Y Years to Destroy January through December 1995 January through December 1995 January through December I995 January through December 1997 January through December 1995 January through December 1997 July 1993 through June 1994 January through December 1996 January through December 1996 January through December 1996 January through December 1995 January through December 1994 January through December 1994 January through December 1994 January through December I996 January through December 1999 January through December 1994 January through December 1996 January through December 1996 January through December 1994 January through December 1996 January through December 1999 July 1996 through June 1997 Exhibit A Page 2 of 4 Destruction of Records - Finance Department Record Series Ret Code ProL, ram 1152 (Accounting) Accounts Rcvble Notice to Bill A+6Y Accounts Rcvble Invoice A+6Y Bank/Cash Reconciliation A+5Y Collections Receipts (COR's) A+5Y Deduct Employee Ledgers 2WKS + 5Y Depositor Trust Fund Receipts L+5Y Event Time Sheets A+I 5Y Finance Accounting Operations A+5Y Fixed Asset Ledger A+2Y FLSA Ledger 3MOS+3Y General Account Check Copy A+4Y Original Account Check A+4Y Journal Entries A+5Y Monthly Finance Reports A+5Y Original Workers Comp Checks A+4Y Payroll Statistical Ledgers 2WKS+ 15 Y Payroll Checks CY+4Y Payroll Yr to Date Register 2WKS+15Y Payroll Register Reg/Event A+I 5Y Payroll Distrib Ledger 5Y PERS Contribution Ledger 15Y Purchase Orders A+3Y Regular Time Reports Signed A+I 5Y Regular Time Reports Unsigned 15Y ACH Direct Deposit Reports CY+4 Returned W-2 Forms CY+4 Withholding CertifForms W-4/DE4 CY+4 Payroll Employee Files T+4Y Payroll Flex Comp Authorized Forms*CY+lY (Record copy in HRD) Utility Deposit Checks A+4Y Utility Refund Register A+6Y Years to Destroy July 1992 through June 1993 July 1992 through June 1993 July 1994 through June 1995 July 1992 through June 1993 January through December 31, 1994 January through December 1992 December 1982 through Dec.23, 1983 July 1992 through June 1993 July 1995 through June 1996 December 1994 through Dec.31, 1995 July 1993 through June 1994 July 1992 through June 1995 July 1993 through June 1995 July 1994 through June 1995 July 1993 through June 1994 December 1982 through Dec. 15, 1983 January 1994 through December 1994 January through December 17, 1983 January through December 17, 1983 January through December 17, 1994 January through December 17, 1983 July 1995 through June 1996 January through December 17, 1983 January through December 17, 1983 January 1994 through December 1994 January 1994 through December 1994 January 1994 through December 1994 January through December 17, 1994 January 1998 through Dec.24,1999 July 1991 through June 1995 July 1991 through June 1992 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, 1993 through June 30, 1994 Blanket Orders A+4Y July 1, 1993 through June 30, 1994 Correspondence CY+2Y July 1, 1994 through June 30, 1997 Correspondence PERS Policy CY+4Y July 1, 1993 through June 30, 1994 Open Orders A+4Y July 1, 1993 through June 30, 1994 Open Orders RFD's A+4Y July 1, 1993 through June 30, 1994 Purchase Orders A+4Y July 1, 1993 through June 30, 1994 Specifications CY+4Y July 1, 1993 through June 30, 1994 StaffReports to Council A+3Y July 1, 1994 through June 30, 1995 Verbal Orders A+3Y July 1, 1994 through June 30, 1995 Program # 8258 (Reprographics) Monthly Charge Reports A+3Y Printing Requisitions CY+3Y July 1, 1993 through June 30, 1994 July 1, 1993 through June 30, 1994 Program #1114 (Budget) Departmental Budget Submissions Proposed Line Item Budget Adopted Line Item Budget Public Budget Document (Exec Summary) Proposed 5 Year CIP (Capital Improvement Program) F4 Reports (Computer list hourly labor & burden) AFRAM Forms 23 CY+5Y CY+2Y Through December 31, 1997 CY+2Y Through December 31, 1997 CY+2Y Through December 31, 1997 L+5Y Through December 31, 1994 CY+5Y Through December 31, 1994 CY+5Y Through December 31, 1994 Through December 31, 1994 Exhibit A Page 4 of 4 Destruction of Records - Finance Department Record Series Ret Code Program 1381 (Information Services) DP Billing charges (interdept) CY+2Y Vendor contracts L+5Y RFP-Not Accepted-Services CY+2Y Work Requests DATA-37 CY+7Y Vendor Files General CY+2Y Correspondence-External to City CY+2Y Correspondence-Internal to City CY+2Y Project Control Sheets CY+2Y Control Work Sheets for AFRAM (B/S) Utility Log Sheets CY+2Y Utility Daily control Parameters CY+2Y Problem Management System C +2Y Information Management System CY + 2Y Years to Destroy January through December 1996 January through December 1993 January through December 1996 January through December 1993 January through December 1996 January through December 1996 January through December 1996 January through December 1997 CY+2Y January through December 1996 January through December 1996 January through December 1996 January through December 1996 January through December 1996 Generic (for all programs) Expense Claims CY+3Y 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+2Y 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 January through December 1996 January through December 1996 January through December 1996 January through December 1996 January through December 1996 January through December 1996 January through December 1996 January through December 1995 January through December 1995 January through December 1996 January through December 1996 January through December 1996 January through December 1995 January through December 1995 January through December 1996 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'~. Sweeney, Financy/Director 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. 2000R-235 was introduced and adopted at a regular meeting provided by law, of the Anaheim City Council held on the 14th day of November, 2000, by the following vote of the members thereof: AYES: MAYOR/COUNCIL MEMBERS: Feldhaus, Kring, Tait, McCracken, Daly NOES: MAYOR/COUNCIL MEMBERS: None ABSENT: MAYOR/COUNCIL MEMBERS: None (~,ITY CLEI:~, OF THE CITY OF ANAHEIM (SEAL)