RES-2013-152RESOLUTION NO. 2013- 152
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ANAHEIM AUTHORIZING THE DESTRUCTION OF
CERTAIN CITY RECORDS MORE THAN TWO YEARS OLD
(FINANCE)
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 ( "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 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 the described records in Exhibit "A ", 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 her 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 8th day of October , 2013, by the following roll call
vote:
AYES: Mayor Tait, Council Members Eastman, Murray, Brandman and
Kring
NOES: None
ABSENT: None
ABSTAIN: None
CITY OF ANAHEIM
r
MAYOR OF THE CITY OF ANAHEIM
ATTEST:
CITY CLERK OF THE CITY 6F ANAHEIM
APPROVED AS TO FORM:
MICHAEL R.W. HOUSTON,
CITY ATTORNEY
By:` ( L ( A—
KristijiA. Pelletier
Sr. Assistant City Attorney
.
2
EXHIBIT "A"
Finance Department
Records Destruction, August 2013
RECORDS SERIES
SECTION
TOTAL
YEARS TO
RETENTION
DESTROY
Cost Allocation Report
Finance /Administration
7Y
06/2006 and prior
1099's Issued / 1096, etc.
Finance /Accounting
5Y
12/2007 and prior
Monthly Accounts Payable Purchasing Card
Statements and Backup
Finance /Accounting
5Y
06/2008 and rior
P
Accounts Receivable Invoices, Credit Card
Slips for Receivables - Includes DUI
Finance /Accounting
5Y
06/2008 and prior
Invoices
Cash Reconciliations: Adjustments, Receipts
Finance /Accounting
5Y
06/2008 and prior
Depositor Trust Fund Receipts
Finance /Accounting
CL + 5Y
+5 years after
Closing
Escheat
Finance /Accounting
5Y
06/2008 and prior
Fixed Assets
Finance /Accounting
L + 5Y
+5 years after Life
of Contract
Fixed Asset Working Papers
Finance /Accounting
5Y
06/2008 and prior
Notices to Bill
Finance /Accounting
5Y
06/2008 and prior
Reports: Annual State or Federal: State
Controller's Report, etc.
Finance /Accounting
l0Y
06/2003 and prior
P
Employee Payroll File (Includes W -4s)
Finance/Payroll
T + 5Y
12/2007 and prior
Taxes - Withholding, Per Pay Period,
Monthly, Quarterly, Yearly Payroll Tax
Finance/Payroll
5Y
12/2007 and prior
Reports, DE -6 & 941Forms
Com uter Leases
p
Finance/
Information Services
L + 2Y
06/2011 and prior