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Home My WebLink AboutResolution 92-242 09/21/1992`~ ~~S®Il,ltl®~ N®. 92-242 N.C.S. of the City of Petaluma, California 1 APPROVING RECORDS RETENTION SCHEDULE 2 AUTHORIZING DESTRUCTION OF OBSOLETE RECORDS .AND 3 REPEALING PRIOR RETENTION SCHEDULES FOR THE 4 PETALUMA FINANCE DEPARTMENT 5 WHEREAS, City of Petaluma records are subject to the retention regulations of the Government 6 Code; and, ~ WHEREAS, the City Council of the City of Petaluma may authorize retention schedules and s destruction of obsolete City records pursuant to the Government Code; and, 9 WHEREAS, the proposed records retention schedule has been extensively reviewed by the o Department of Finance, the City Attorney, Records Manager, and City Manager; and, ~ WHEREAS, records retention schedules constitute an active, continuing program for the 2 maintenance and disposition of records and the City Council approval of a records 3 retention schedule constitutes continuing approval for the Department Head to properly 4 dispose of the obsolete records as indicated on the attached schedule with the 5 concurrent approval of the Records Manager and City Attorney. 6 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Petaluma, pursuant to 7 applicable Statutes, as follows: s 1. The Records Retention Schedule for the Finance Department is hereby approved; and, 9 2. The ultimate disposition of records pursuant to the attached schedule is hereby o approved by the City Council upon signed authorization of the Department Head, ~ Records Manager and City Attorney without further City Council action; and, 2 3. All prior retention schedules for City of Petaluma Finance Department are hereby 3 repealed. Under the power and authority conferred upon this Council by the Charter of said City. REFERENCE: I hereby certify the foregoing Resolution was introduced and adopted by the Approved as to Council of the City of Petaluma at a (Regular) (~IiiXIF~I~ meeting fo r on the -....2.iS1:........... day of ...................Se~S~1S111~X:................, 19...8.2, by the following vote: ....-•-•--•-•- • •- -----•-----....... C• A o ey AYES: Read, Davis, Woolsey, Sobel, Nelson, Vice Mayor Cavanagh NOES: None ABSENT: May llhgoss ATTEST: ... .. ..... ............. .................. ................ ... City Clerk (bimcil File ...................•--•--.-..-...-.. CA 10-85 Res. No.........9.2.-.2.42... N.C.S. Vice Mayor Retention Retention Official Location State in Record Record- Official Code Record Title Ofc Total Or Not Record Accounts Payable 1 5 R - (includes invoices., vendor files, claims for payment) Accounts Payable 1 Audit R - Ambulance Billing Receipts 1 7 R - Ambulance Records -Minors 1 18 1 R Ambulance Collection ~ 1 7 R - Audts 10 P NR City Clerlc Authorized Signature List Obsolete - Obsolete - Bank Statements 1 2 R - - S&H 6425 Bond Register, bonds issued P P R - CG 43785 Bond Register, bonds cancelled P P R - S&H 6445 Bond Register, pmts & penalties P P R - GC 53921 Bonds, Revenue Life Audit R - Buclget -City P P R - Budget, workpapers 1 2 R - Business.. Licenses 1 5 R - Cancelled Checks 1 ~ 5 2 R - 1 -Minors' records are to be kept until 1 year after they reach. age 18. 2 - Bank,.is now keeping cancelled checks (started in .April, 1991). This will be an obsolete file on April 1, 1996. Record.. Disposition Destroy Destroy Destroy: Destroy Destroy Archival Destroy Destroy Archival. Archival Archival Destroy Archival Destroy Destroy Destroy Retention Schedules Finance Department Files :9/92 1 of 5 Pages Retention Retention Official Location State ~ in Record Record Official Record Code Record Title Ofc Total Or Not Record Disposition Conversion Records 1 10 3 R - Destroy GC •34.090 Correspondence 2 2 R - .Destroy GC 269072 Deposit Slips, Receipts, Cash Receipts 1 5 - R - Destroy - Forms -Blank Obsolete Obs. - - Obsolete CG 26907 General Ledger .(includes '. Warrant Posting Register.,. Demand Register 1 15 R - Destroy Journal Entries 1 5 R - Destroy hedgers (those included within the final audited copy of the General Ledger) 1 1 R - Destroy Letters of Credit, Subdivision Com Com. Com. Clerk Return to Dev. Reports, Annual 1 5 NR Clerk Destroy Reports, Annual to State ~ Controller 1 10 R - Destroy Reports, monthly 1 1 NR - Destroy Reports, weekly 3 mo. 3 mo. NR - Destroy . Void Check Register 1 5 R - Destroy s -These records deal with the process of crossing over from the old computer system into the new system. Any item found in here .should be of no value after 10 years, as .they should be beyond .any statute: of limitations or research value. This will become an obsolete file at that time. Retention Schedules Finance .Department Files 9/92 2 of 5 Pages Retention Retention Official Location State in Record Record Official Record Code Record Title Ofc Total Or Not Record Disposition WATER DEPARTMENT -FINANCE Water, billing records 1 2 R - Destroy Water, payment stubs 1 1 NR - Destroy PAYROLL RECORDS 4 Deduction Forms for "non authorized" deductions (Credit Union, etc.) 1 5 R - Destroy Input Sheets 1 5 R - Destroy Labor Distribution 1 7 R - Destroy Payroll Register 1 25 R - Microfilm PERS Reports 1 25 R - Microfilm Retirement Register 1 25 R - Microfilm Time Sheets 1 10 R - Destroy W-2 Forms 1 7 R - Destroy W-4 Forms 1 AT+3 R - Destroy a - In regard to Payroll, since the retention period is extensive on some files, it is highly recommended that these be microfilmed, for a number of reasons. These include time., space, and accessibility. Microfilm could be kept on or near the desk and would greatly .reduce the amount of time it takes to search through file boxes, as well as reduce the volume of files kept. While :the initial cost seems high, it would be relatively inexpensive to maintain each year. Retention Schedules Finance Department Files 9/92 3 of 5 Pages ~.~ .i Archive. -Archive (kept permanently, place in vault) AT -After Termination or Retirement Audit -After -audit Clerk -City Clerk Com - Until completion of subdivision (handled by City Clerk)e D -Destroy by ...recycling FY -Fiscal. Year Life: -Life of Bond, then. review Microf lm -Then destroy paper by recycling NR -Not official record, Official Record located in Department noted Obsolete -Obsolete Record P -Permanent R -Record copy (Note .all retention schedules are as outlined, except, if litigation is pending, then keep two years beyond end of litigation.) Retention Schedules Finance Department Files 9/92 4 of 5 Pages GOVERNMENT CODES 'GG 26907 - Perrnifs the County auditor, notwithstanding 'Secs..26201, 26202, and 26205, to destroy .any school or special district claim, or warrant voucher .more than five years .old provided, an index or warrant register-is kept. The auditor is permitted to make a photographic copy of the register or index and then destroy the original. Additionally, the auditor may destroy any index or warrant register more than 15 years old. without. making a copy thereof. GC 26907.2 =Permits the destruction of any copies of any- deposit permits or receipts issued by the auditor which are five years old: GC ~34Q90 - Allows a .city department head to destroy any city records under his/her charge after .the record is no longer required, and without 'making; a copy, with the approval. of the- legislative body and. written consent of the city attorney, provided certain records are not destroyed (i.e., _rninutes, liens, etc.) GC 43785 -Requires the city treasurer to- keep a record of municipal bonds cancelled and discharged -upon redemption of property.. GC 53921 -Permits the city treasurer, with approval from the legislative body, to destroy any and all bonds previously paid or cancelled. S&H 6425 -Requires the city treasurer to keep a .register of bonds issued under the 1911 Improvement Act and a file on bond ~coupons- paid. S&H 6445 -Requires the city treasurer to keep a register of all bonds issued by them, of all payments and of all penalties accruing. thereon. Retention Schedules Finance Department Files 9/92 5 of 5 Pages