HomeMy WebLinkAboutResolution No. 8344RESOLUTION NO. 8344
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AZUSA
REGARDING THE DESTRUCTION OF OBSOLETE RECORDS FOR THE
AZUSA FINANCE DEPARTMENT
WHEREAS the Finance Department of the City of Azusa has
identified categories of obsolete and unnecessary records; and
WHEREAS Section 34090 of the Government Code of the State
of California provides that with the approval of the legislative
body and the written consent of the City Attorney, the head of a
city department may destroy any record, document, instrument,
book or paper under his charge without making a copy thereof, if
the same is no longer required, provided that certain records are
exempt from the provisions of said section, as specifically
enumerated in Section 34090 and 34090.5 of the Government Code;
and
WHEREAS the City Attorney has reviewed and approves the
Finance Department's destruction of obsolete records policy
hereinafter set forth in accordance with the provisions of
Section 34090 of the Government Code.
NOW THEREFORE, be it resolved by the City Council of the
City of Azusa as follows:
Section 1. The City Council hereby approves the Finance
Department's destruction of obsolete records policy, as attached
hereto as Exhibit "A".
Section 2. The Finance Director shall have ongoing
authority to authorize destruction of records, in accordance with
the destruction of obsolete records policy approved by the City
Attorney and by the Azusa City Council.
Section 3. The City Clerk shall certify to the adoption of
the resolution.
APPROVED AND ADOPTED this 7th day of December
1987.
Ir/ ,
MAYOR
I HEREBY CERTIFY that the foregoing Resolution was duly
adopted by the City Council of the City of Azusa, at a regular
meeting thereof, held on the 7th day of December 1987, by
the following vote of Council:
AYES : COUNCILMEMBERS: AVILA, COOK, CRUZ, LATTA, MOSES
NOES : COUNCILMEMBERS: NONE
ABSENT COUNCILMEMBERS: NONE
�g r
CITY CLERK V
AP ROVED: PETER THORSON
CITY ATTORNEY
EXHIBIT A to a Resolution of
the City Council of the City
of Azusa
CITY OF AZUSA
FINANCE DEPARTMENT : RETENTION/DESTRUCTION OF RECORDS POLICY
I
II
III
Purpose
To provide for timely destruction of outdated, obsolete and
excess documents which are of no use legally or otherwise
to this department, in compliance with Section 34090 and
34090.5 of the Government Code.
Policy
It shall be the policy of this department that the
Administrative Secretary shall routinely destroy, by
burning, shredding, burial, or other permanent
obliteration, obsolete and excess documents in accordance
with department procedure and subject to a specific
retention schedule.
Procedure
The Administrative Secretary shall submit a written request
for permission to destroy the documents, books, receipts
and other records enumerated in this order when:
1. It is determined that the document is obsolete and of
no further use to the Finance Department.
2. It is determined that the document or record is
eligible for destruction according to this schedule
and any other criteria for destruction have been
complied with.
The Administrative Secretary shall then submit a
written destruction request to the Finance Director,
listing the documents, books, receipts or other
records to be destroyed, showing the age and type of
document.
4. Destruction may not occur until written permission has
been received from the Finance Director subsequent to
the request for destruction.
5. Once permission to destroy has been given, the
Administrative Secretary shall oversee the des-
truction. The original request for permission to
destroy, indicating the approval of the Finance
Director, shall be maintained in a separate file and
when destruction has been completed, the date and
manner of destruction shall be listed on the request.
6. In compliance with Government Code Sections 34090 and
34090.5, the following schedule has been established
to implement and maintain this General Order:
Schedule I
These records must be kept for one year, after which
they may be destroyed without microfilming:
1. Group Insurance Proposals or Quotations
2. Recommended Budget
0 0
Schedule II
These records must be kept for two years, after which
they may be destroyed without microfilming:
1. Budgets, Annual - Preliminary
2. Budget Preparation Data
3. Standard Lists
4. Special Sick Leave Payment Schedule
5. Group Medical Insurance Reports
6. Life Insurance Report
7. Warrant Registers
8. Purchasing and Central Stores Catalogs
9. Warehouse Supply Requisitions
10. Proof Lists
11. Finance Operations Report Weekly
12. Deposits and Withdrawals - Great
Western Bank
13. Charges - Gasoline, Oil - Paid
14. Court Cases - Complete and Incomplete
Schedule III
These records must be kept for two years after which
they should be microfilmed before destruction:
1. Retirement System Remittance Reports
or Schedules
Schedule IV
These records must be kept for three years, after
which they may be destroyed without microfilming:
1. General Ledger and Acct. Distribution
2. Appropriation Ledger
3. Revenue Ledger
4. Statement of Revenue by Fund
5. Statement of Expenditures
6. Journal Entries
7. Journal Vouchers
8. Recurring Journal Entries
9. Table Master Report
10. Chart of Accounts
11. Bank Account Reconciliation
12. Daily Cash Report
13. Police Accident Reports
14. Sick -Vacation -Comp -Leave Report
15. Personnel and Payroll Changes
16. Time and Pay Report
17. Final Cumulative - Correction to W-2
18. Payroll Runs
19. Payroll Time Cards
20. Payroll Registers
21. Employees' Raises and Status Changes
22. Deductions - Azusa Employees
23. Unemployment Insurance Data
24. Employee Retirement Correspondence
25. Personnel Roster and Cross Reference
26. Terminated Employees
27. Group Insurance Billings - Paid
28. Deferred Compensation
29. County - Billings - Paid
30. Mutual Benefit Life Insurance - Long
Term Disability
31. Demand Premium and Data - Paid
32. Correspondence - Miscellaneous
33. Rock Extraction Audits
34. Vendor Registers
35. Accounts Payable - Paid
36. Vendor Master File List
37. Warrant Register - Voids and Cancellations
38. Vendor Register with City Council Resolution
0 0
39. Vendor Reports - Year -End
40. Vendor Files, Warrants with Purch/Orders
41. Expenditures - Duplicate Warrants
42. So.Calif. Edison Co. Billings - Paid
43. Cancelled Checks - Wells Fargo Bank
44. Refund Checks - Light and Water
45. Schedule of Advances and Expenses Report
Schedule V
These records must be kept for three years, after
which they should be microfilmed before destruction:
1. General Ledger
2. General Ledger Summary Report
3. Revenue Report
4. Departmental Expenditure Reports
5. Corrections - Journal Entries to
General Ledger
6. General Journal
7. Master Personnel Records
8. Deferred Compensation Interest
Transactions Register
9. General Ledger - Bound Cards
10. General Fund or other Miscellaneous Funds
Ledger Cards
11. Consumer Deposit Checks
12. Bank Reconciliations
13. Treasurer's Monthly Recap of Fund Cash
14. Transfers of Funds
15. Special Deposits
16. S.D.I. Insurance
17. Public Employees' Retirement System
Yearly Register
18. Department Inventory Deletions & Additions
19. Trial Balances - General Ledger Comp.
20. Master Payroll - Quarterly, Annual
21. Payroll Records - Terminated Personnel
22. Payroll Standard Lists Year-end Cumulative
23. Personnel Master Listing
24. Management Summary Report, Workers'
Compensation and Liability
25. Self Insurance Check Copies
26. Self -Insurance Loss Runs - Liability
and Workers' Compensation
Schedule VI
These records must be kept for four years, after which
they may be destroyed without microfilming:
1. Purchase Order Requisitions Filled
2. Requisitions against Blanket Purchase
Orders
Schedule VII
These records must be kept for five years, after which
they may be destroyed without microfilming:
1. Auditor's Work Papers, Adjustment Entries
2. Purchase Orders - Filled
3. Contracts Payable - Purchase Orders
4. Blanket Purchase Orders
Schedule VIII
These records must be kept for six years, after which
they may be destroyed without microfilming:
The Finance Department does not maintain
any six-year records types.
IV
0 0
Schedule IX
These records must be kept for seven years, after
which they may be destroyed without microfilming:
1. Payroll Bank Reconciliation
2. Cancelled Payroll Checks
3. Payroll Bank Statements
Schedule X
These records must be retained permanently:
1. Asset/Liability Ledgers or Reports
2. Budgets - Adopted
3. Workers' Compensation Report
4. Five -Year Capital Improvement Program
5. Fixed Assets Ledger Cards
6. Asset/Liability Register
7. Departmental Inventory - Furniture,
Fixtures and Equipment (Microfilm copy
acceptable)
8. Materials Removed from Plant
9. Azusa Agriculture Water Company
10. CPA Examination Report - Azusa
11. Annual Financial Reports
12. Treasurer's Reconciliation Reports
13. Financial Statements and Cash Balances
14. Tax Records, IRS and Employees
15. Azusa - San Gabriel Water Committee -
Expenditures, Tax Records
16. Consumer Deposit Receivables (Microfilm
copy acceptable)
17. Taxable Income - To Balance Cumulative
Files
18. Taxable Gross Income
19. Tax Report - Quarter End
20. Tax Report - To Balance Year-end
Cumulative Files to W-2 Forms
Annual Review by City Attorney
The Finance Director shall be responsible for requesting a
periodic annual review of this order by the City Attorney.
December 2, 1987