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Home My WebLink About2010-14 record destructionRESOLUTION NO. 2010- 14 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH AUTHORIZING THE DESTRUCTION OF CERTAIN RECORDS WHEREAS, the Finance, Community Services, City Manager, and Human Resources Departments have reviewed and approved the list of records provided by the City Clerk's Department that are ready for destruction; and WHEREAS, the attached list of City records represents records which are no longer necessary and may at this time be destroyed. NOW, THEREFORE, BE IT RESOLVED, that the Ukiah City Council hereby approves the destruction of certain records, contained in Exhibit A of this Resolution, and authorizes the City Clerk to destroy the records. PASSED AND ADOPTED this 7t" day of April, 2010, by the following roll call vote: AYES: Councilmember Crane, Rodin, NOES: None ABSTAIN: None ABSENT: Councilmember Landis Baldwin, and Mayor Thomas Benj Thomas, Mayor ATTEST: JoAnne M. Currie, City Clerk RECORDS DESTRUCTION NOTICE FOR CI OF ILIA Date: 2/4/10 Department: City Manager Records Coordinator: JoAnne Currie, City Clerk Current retention schedules show that the records listed are now ready for destruction. Instructions: 1. Review this listing. 2. Obtain Department Head's Signature. 3. Return this notice, signed, to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. JoAnne Currie, City Clerk LOCATION SOX J RECORD TITLE 35 1 733 1102-01, 102-03, 301-01, 702-01 332 3534 Claims - Damage (A - H) 344 3535 Claims - Damage (1- O) 346 3536 Claims - Damage (P - Z) 353 3538 IIPP (Injury & Ilness Prevention Plan DATES 1972 - 1983 1996 - 2004 199Fi 1996 - 2004 None 760 3239 Claim Files 1990 1995 928 3188 Various Front Desk Information 3/01 - 5/05 1073 3405 RAAP, Ins. Forms, Car & Meeting 2001- books 2002 RETENTION DATES None specified X070 2010 2010 2010 COMMENTS L_ i i tt led 2010 l t z 2000 011 2007 , k 4 t None specified Administration/Record Retention/00 form recordsdestructionnotice c-nRnS nFSTR11CT1ON NOTICE FOR CI OF UKIAH Date: 214/10 Department: Finance Records Coordinator: JoAnne Currie, City Clerk Current retention schedules show that the records listed are now ready for destruction. Instructions: 1. Review this listing. 2. Obtain Department Head's Signature. 3. Return this notice, signed, to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. JoAnne Currie, City Clerk f Signatures Authorizing Destruction nt Head ; City Clerk . ate: 3 2~4 ?Date: mr' C Date: :!f ,-P V1 o estroyed y :e: LOCATION BOX RECORD TITLE DATES RETENTION COMMENTS DATES 801 3452 Payroll Validation A U 7/06 - 12/06 2009 ni pio 6 812 3169 Labor Distribution 1/05- 6/05 a O 821 3172 Employee Distribution 1/05 - 3/05 2010 0 2of 838 2314 Confidential Sewer Billing 1/00-12/01 2-GG8 01 t 1j-? 839 3593 Utility Billing Records 1/06 - 4/07 28le o 9b f - 1z) O - - --c-rrty-7 859 2335 Confidential Utility S rvice Tags - 6/00 - 7/01 2008 Routes 23-71 01 863 2339 Confidential Utility Service Tags - 6/00 - 7/01 Routes 1-23 0~ lam a Aix! 906 2382 f s u 1994 - 2001 Nonev cifie r, ter _ r1 x rf ._z /n7_ r c~ae.n__ Administration/Record Retention/00 form recordsdestructionnotice CORDS DESTRUCTION NOTICE FOR CI OF UKIA Date: 210 Department: Finance Records Coordinator: JoAnne Currie, City Clerk Current retention schedules show that the records listed are now ready for destruction. Instructions: 1. Review this listing. 2. Obtain Department Head's Signature. 3. Return this notice, signed-, to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. JoAnne Currie, City Clerk LOCATION BOX RECORD TITLE DATES RETENTION ; DATES COMMENTS r3 no 595 3060 Time Sheets 1/03 - 6/03 Ol 1 602 1460 P RS ayroll sti r4- 1/88 - 6/90 one. specified -1017 608 ! 3571 Utility Billing Records 7/06 - 4/07 1 2940 ok 1 77 Vi 622 3074 Utility Billing hi 4 7/03 - 6/04 01 625 3077 Utility Billing A . 4 ~ 01d o -6 626 3572 Utility Cash- Post 7/06 -11/06 201 E) 0 ~1d 633 3573 Misc. AR Statements At, 2 4/06 - 6/07 634 3574 Misc. AR Receipt Books AL4 f-~ 1/05 - 6/07 alb 635 3575 Misc. AR Billing 1/06 - 6/07 01/, 647 3082 Utility Billing A- LA 1 /02 -12/03 01 201 E) 653 3086 Utility Billing . -Au 7/03 - 6/04 01 684 3103 Applications (service orders)AU+q 7/02 -12/02 288? c, ! /DzpRl , PTA i 777- horizina Destruction =j 7~Q~, p1I17 Arnr~.- 2 1 - Administration/Record Retention/00 form recordsdestructionnotice CORDS DESTRUCTION NOTICE FOR CITY O UKIAH Date: 2/4/10 Department: Finance Records Coordinator: JoAnne Currie, City Cleric Current retention schedules show that the records listed are now ready for destruction. Instructions: 1. Review this listing. 2. Obtain Department Head's Signature. 3. Return this notice, signed, to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. JoAnne Currie, City Clerk LOCATION BOX RECORD TITLE DATES RETENTION COMMENTS DATES 912 2388 ll R W P d 2 i f 1193 1 2100 NI ecor s - ayro n o u - I One 7.Ln-I 'f-n In --P nn l n 982 2458 Daily Cash Receipts /Transaction 1/93 - 6/94 Nene-spadfiIidj Lists A U ,4 bf f 983 3346 Paid Parking Violations / w~ 7/05 - 6/06 /t) oN, 993 3358 Paid Parking Violations _ 10/04 - 6/06 n7P~- - - - -rLN tYIl7L . - ..T"L-rt' ,p ~ rt t t , /'y- n rr 1002 2478 Confidential Payroll Chec Co ies 1/02 - 6/02 6t A -7 T ~ 1006 2482 4/92 'Pr VrA k, t;ffe +rS - V~ 1007 2483 G~qmfiel 1/64-1 /01 specified No 1010 2486 Rrt2taml +5 I 1986 -1998 None specified eye. d" re, - - - l,~jii-_ i -J • , i Administration/Record Retention/00 form recordsdestructionnotice RFr_nRDS DESTRUCTION NOTICE FOR CITY O UKIA Date: 2/4/10 Department: Human Resources Records Coordinator: JoAnne Currie, City Clerk Current retention schedules show that the records listed are now ready for destruction. Instructions: 1. Review this listing. 2. Obtain Department Head's Signature. 3. Return this notice, signed, to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. JoAnne Currie, City Clerk LOCATION BOX RECORD TITLE DATES RETENTION COMMENTS DATES 123 331 Employee files (inactive) Mu-Sau None 25 years specified 214 330 Inactive Employee files(Ko-Mur) None 25 years specified 218 328 Inactive Employee files(Cl-Gu) None 25 years specified / 1143 3479 Human Resources Files 1998 - 2007 2010 natures Huinorizmq uestruction apartment Head City Clerk CI ~Attor ey Destroyed By A`-71 CE> A - 14 %114 Date: 62-R&-lb ~ ate: ` - - 1 10 Date: 3 - l o - /-D ate: ( c) Administration/Record Retention/00 form recordsdestructionnotice ----RECORDS DESTRUCTION NOTICE FOR CI OF KIA Date: 2/4/10 Department: Finance Records Coordinator: JoAnne Currie, City Clerk Current retention schedules show that the records listed are now ready for aestrucuon. Instructions: 1. Review this listing. 2. Obtain Department Head's Signature. 3. Return this notice, signed, to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. JoAnne Currie, City Clerk LOCATION SOX RECORD TITLE DATES RETENTION COMMENTS DATES 100 2058 Reports - Departmental 6/99 -12/99 None specified f• ,I F R..... k.t ~/~~t~i~ t*iLnr~. , i+;.LCIti 4-.P,.1.,- s. ..-..I 6.J 151 2 Records L{ i 7/02 - 6103 2-01,& J T , + rw 167 2985 Financial Records - 7/01 - 7/02 a 168 2986 Financial Records 6/03 - 6/03 Y , 7-= ff - AJ Q 192 2990 Financial Records ta+ 7/01 -1/02 -20"f8}t 195 2991 Financial Records A , , 4.J 2/03 - 3/03 209 3696 Transaction Listing Au 7/1/06- 6/29/07 -201.6- 0/4-VO 6k 219 2993 Financial Records 9/02 - 2/03 2t1a-9- b 227 2994 Financial Records 3/03 - 6/03 - ~j 19 A- rnI~ ►n> t,1~ E* ts A H 51 0 61A ~nrrr~ - _ - _ YP- ssP appraisal re ort _ - , S AID 269 3413 Paid Parking Citations CU .f-,3 7/06 - 2107` 2010 ~/0 a- _s l7 R4lttr~rw _ W Ir17 t' fr7 Administration/Record Retention/00 form_recordsdestructionnotice DESTRUCTION NOTICE FOR CI O UKIA Instructions: 1. Review this listing. 2. Obtain Department Head's Signature. 3. Return this notice, signed, to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally JoAnne Currie, City Clerk E - 4-70 Date: thorizina ®estru4ion ea I City Clerk 210 Administration/Record Retention/00 form recordsdestructionnotice LOCATION BOX RECORD TITLE DATES RETENTION COMMENTS DATES 463 3556 Billing Records DI ~ t . n rangy 7fsnal _ 467 3557 Billing Records l D r „ r+r,rtr j ~r~or _27)nne g 0 ` I x111(17_-_ 471 3558 Billing Records AL4 8/06 - 7/07 2997 - mT't~n~ ~ - r _ v r I Orl ~ r r~.I Fl --1-1 a F. E.>%..r ZCY n n -7- r~+'3 C10 y n ~7 485 3559 Billing Records - 'eff 488 3560 Utility Billing - 10/0 - 71m -7 iv ~ ~.i ~ c,_ _ 5 f> me '~J['? r•nn _ J - IT ur - 1 539 3038 Deposit, Receipts, Customer 6/04 - 7/04 _ Receipts at1 p ~l t_ - - 6 566 3318 Cash Receipt Stubs 8/04 - 8/04 ~r 01/ ~ 6 Current retention schedules show that the records listed are now ready for destruction. RECORDS DESTRUCTION NOTICE FOR CITY OF IA Date: 2/4/10 Department: Finance Records Coordinator: JoAnne Currie, City Clerk Current retention schedules show that the records listed are now ready for destruction. Instructions: 1. Review this listing. 2. Obtain Department Head's Signature. 3. Return this notice, signed, to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. JoAnne Currie, City Clerk LOCATION SOX RECORD TITLE DATES RETENTION DATES COMMENTS 13 3415 Payroll Validation, Labor Distribution and Interface to Financial D- 4/06 - 6/06 m%6& C/ 1 2-o o 20 2972 Financial Records 1/03 - 2/03 2010 21 2973 Financial Records 2002 2008 - - r~ _ ..J 4 27 2974 Financial Records App 4- 12/02 -1/03 -2049 29 2975 Financial Records 9/02 -10/02 2666 31 2976 Financial Records AL4 4-4 7/02 - 8/02 2008 33 2977 Financial Records A 8/02 -6/03 26" r> 34 2978 Financial Records 4 >a 8/02 - 9/02 29G& 41 2979 Financial Records A ~ 2/02 - 8/02 -29-1.8- 46 877 Payroll Records A t4 7/82 - 4/83 50 1799 Warrants Paid N-Pacific u to 7/95 - 6/96 None specified 52 1804 Utility Records 1/93 - 4/96 None & specified O 53 2055 Utility Service Tags Routes 21- 41,71 Au+2- 7/94 - 6/95 c speGifiadd ~r Iq ~k 55 518 Su sidiary Ledger J:~Qxdj " v~ C,.is'fi 1/80 - 6/80 None specified , ( ~dv "I 59 695 ll R d P 7/79 12/81 ' ayro ecor s - I rR 7 d 94 1821 Utility A/R,Control 7/83 - 2/84 None specified r+n nC n1:_QTP1Ir_T'nti Nn IC FOR CI OF SCI Date: 2/4110 Department: Finance Records Coordinator: JoAnne Currie, City Clerk Current retention schedules show that the recoras rnstea are now reaay wr UMAI ut;uvi 1. Instructions: 1. Review this listing. 2. Obtain Department Head's Signature. 3. Return this notice, signed, to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. JoAnne Currie, City Clerk e- c LOCATION BOX RECORD TITLE DATES RETENTION COMMENTS DATES 12131/07 _ L Q 31 1190 , 90 - 6/90 a c~~ ~r fir. - - J _ _ _1 7,_ 3lzcfrsh~xtln» C - 2000/2001_ 9C11p~ __9 111]r ~lt4fl - 336 3220 Miscellaneous A/R Billing 1/05 - 3/05 289 338 3221 Miscellaneous A/R Billing AU s 3/05 - 6/05 20M - 359 3008 Utility Billing _ , 12/03 - 2/04 19 415 3551 Airport Billing 7/06 - 6/07 / 429 3018 Utility Billing 7/03 - 6/04 bl oo 6k 430 3019 ; G Utility Billing ~ 7/03 - 6/04 20" - ~ F . C3'I jrtr-a 6 - ~C3~ r~S_s r Y.i r 6 h-- r S Administration/Record Retention/00 form_recordsdestructionnotice ij l-7 1/D LL1 S NL1 U 1_ 3 , r-1 tn--r LS 1:~ r-- C ~/1 f7 V { L, 1\ T L "C (~~-GLO(l t 1.~. 5 .{1T 6 t"~ V~1 a~_'.A 7 LCD