HomeMy WebLinkAbout81-01 - establishing records retention schedule and auth destruction of records 1
2
3
4
5
6
7
8
9
lO
11
12
13
14
15
16
17
RESOLUTION NO. 81-1
RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF UKIAH ESTABLISHING RECORDS
RETENTION SCHEDULE AND AUTHORIZING
DESTRUCTION OF USELESS RECORDS
WHEREAS, the City of Ukiah has contracted with Records
Systems Associates, Inc. to inventory the inactive and semi-
active records in the storage area located at the Ukiah
Municipal Airport, and active records in central file, City
Manager, City Attorney, and City Clerk's office, and
WHEREAS, the representative of Records Systems Associates,
Inc., recommended that a retention and disposal schedule be
established empowering the City Clerk to retain and dispose of
certain old and useless papers and records under certain condi-
tions, and
WHEREAS, certain subjects need to be added to said schedule,
NOW, THEREFORE, the City Council of the City of Ukiah does
hereby RESOLVE that the attached Retention Schedule is hereby
18 adopted and made a part of that Retention Schedule adopted by
19 Resolution No. 80-23. The City Clerk is directed to supervise
20 and implement the amended schedule.
21
PASSED AND ADOPTED this 2nd day of
July ,
22 1980, by the following roll call vote:
23 AYES; Councilmember Riley, Feibusch, Snyder, Myers, Hickey
24 NOES: Noi"~ e
25 ABSENT: None
26
ATTEST:
27
City Clerk
Mayor/
RECORDS RETENTION WORKSHL
CITL. ~F UKI&H - p~qe 1 of 3
RSA-3
, ,
Suggested Retention Periods Adopted
- Retention
Record Title RSA Manager Attorney Council Period
General Information File C C C C C
Correspondence, Chronological Copies 2Y 2~ 2Y 2Y 2Y
Correspondence, Interdepartmental 2Y 2Y 2Y 2Y 2Y
Reports, Departmental 5Y 5Y 5Y 5Y 5Y
Professional Associations File 1Y 1Y 1Y 1Y 1Y
Insurance Information File 2Y 2Y 2Y 2Y 2Y
City Historical File P P P P P
Emergency Plans File C C C C C
Variance Applications File P P P P P
Zone Change File P P P P P
Planning Reports File C C C C C
General Plan File C C C C C
Zoning Ordinance Amendments File P P P P P
Agenda File 5Y 5~- 5Y 5Y 5Y
Oaths of 'Office File C C C C C
Proclamations File 2Y 2Y 2Y 2Y 2Y
Petitions File 2Y 2Y 2Y 2Y 2Y
Airport Commission File 5Y AE 5Y AE 5Y AE 5Y AE 5Y AE
Cultural Arts Commission File 5Y AE 5Y AE 5Y AE 5Y AE 5Y AE
RETENTION CODE
AA - After Audit
AE - After Expiration
C - Current (until superseded)
P - Permanent
R - Review
Y - Year
Note - All periods represent years plus
current year, except where other-
wi se noted.
i
Authorized Signatures
RSA ~'r-~- ~~~r ~~y Council
Date ~,'~/~//i~. D~te~A~/~ Date Date duly 2, 1 980
,, ~' ('" C/I71~ i
RECORDS RETENTION WORKSHL
.C IT .iF UKIAH - Page 2 of 3
Suggested Retention Periods Adopted
- Retention
Record Title RSA Manager Attorney Council Period
Planning Commission File 5Y AE 5Y AE 5Y AE 5Y AE 5Y AE
Parking Advisory Commission File 5Y AE 5Y AE 5Y AE 5Y AE 5Y AE
Recreation and Parks Commission File 5Y AE 5Y AE 5Y AE 5Y AE 5Y AE
Traffic Engineering Committee File 5Y AE 5Y AE 5Y AE 5Y AE 5Y AE
Minutes File (Board, Comm. & Committee) 25Y R 25Y R 25Y R 5Y AE 5Y AE
Forms Management Program File C C C C C
Blank Forms File C C C C C
Form Letter File C C C C C
Reports File (Studies & Surveys) C C C C C
Financial Statements File 25Y R 25Y R 25Y R 25Y R 25Y R
Individual Personnel Data File - Full Time C C C C C
Individual Personnel Data File- Part Time C C C C C
Individual Personnel Data File- CETA C C C C C
Individual Personnel Data File - Terminate~ 25Y R 25Y R 25Y R 25Y R 25Y R
Individual Personnel Data File- Police C C C C C
Closed Positions File 5Y R 5Y R 5Y R 5Y R 5Y R
Job Descriptions File C C C C C
Operating Engineers Union File 5Y 5Y 5Y 5Y 5Y
Proposals File 2Y 2Y 2Y 2Y 2Y
Articles of Incorporation File P P P P P
Municipal Elections File 5Y R 5Y R 5Y R 5Y R 5Y R
Special Elections File 5Y R 5Y R 5Y R 5Y R 5Y R
Claims/Suits against City File 5Y R 5Y R 5Y R 5Y R 5Y R
Correspondence File (Attorney) 5Y 5Y R 5Y R 5Y R 5Y R
Bankruptcies File 5Y 5Y 5Y 5Y 5Y
,
Authori zed Signatures
' ~ ~n~r ~r~.~
RSA ~,,,~, ~r ~i Counc i 1
Date ~"~,~ ~,~,~ Date(o///~//go Date / Date July 2, 1980
L ,m
RECORDS RETENTION WORKSHE CIT', F UKIAH - Pa,Qe 3 of 3 Rs4-3
Suggested Retention Periods Adopted
- Retention
Record Title RSA Manager Attorney Council Period
Parking Enforcement File 2Y 2Y 2Y 2Y 2Y
Litigation File .iOY AE IOY AE IOY AE I OY I OY
Abandonments File 25Y R 25Y R 25Y R 25Y R 25Y R
Deeds Fi 1 e p p p p p
Easements File p p p p p
Lease File 5Y AE 5Y AE 5Y AE 5Y AE 5Y AE
Insurance Policies File 2Y AE 2Y AE 2Y AE 2Y AE 2Y AE
Automobile Ownership Certificates File C C C C C
Performance Bonds File 5Y AE 5Y AE 5Y AE 5Y AE 5Y AE
Affidavits of Publication File P P P p p
Abandonments & Abatements File 25Y 25Y 25Y 25Y 25Y
Federal Agencies File C C C C C
State Agencies File C C C C C
Regional Agencies File C C C C C
County Agencies File C C C C C
Power Generation File 25Y R 25Y R 25Y R 25Y R 25Y R
Purchase Power File 25Y R 25Y R 25Y R 25Y R 25Y R
i
Authori zed Signatures
RSA /,"~/'~..~ ' e~~ ~<~ A~tor,~y Council
/~ ,,.lk~ '--?Mana e
Date,~,,' . , Dat "[b'~' . G/~"1/2~ Date July 2, 1 980
,/