HomeMy WebLinkAbout80-23 - establishing records retention schedule and auth destruction of recordsRESOLUTION NO. 80-23
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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
adopted and supercedes that Retention Schedule adopted by
Resolution No. 78-89. The City Clerk is directed to supervise
and implement the amended schedule.
PASSED AND ADOPTED this 7th day of November ,19791
by the following roll call vote:
AYES: Councilmembers Hickey, Myers, Simpson, Mayor Snyder
NOES: None
ABSENT: Councilman Brannon
ATTEST:
~'ITY CLERK
· ~EcoRDS RETENTION WORKSHEr
..CI.T~7 F UKIAH - Pa~e.1 of 3
RSA-3
..
S, uggested Retention Periods. Adopted
- Retention
_ReCord Title , RSA Manager Attorney Council Period
,
Agreements - Contracts 5Y AE 5Y AE 5Y AE 5Y AE 5Y AE
Airport Files 5Y AE 5Y AE 5Y AE 5Y AE 5Y AE
Annexa t ions p p p. p p
Annual Reports - Misc. 5Y 5Y 5Y 5Y 5Y
Audit Reports 25Y R 25Y R 25Y R 25Y R 25Y R
Bad Debt Write-Off 7Y 7Y 7Y 7Y 7Y
Bids 3Y 3Y 3Y 3Y 3Y
Billing Register Copies 5Y 5Y 5Y 5Y 5Y
Bonds & Coupons 5Y AE 5Y AE 5Y AE 5Y AE 5Y AE
Business Licenses 5Y 5Y 5Y 5Y 5Y
Budget Reports 7Y 7Y 7Y 7Y 7Y
Budgets 25Y R 25Y R 25Y R 25Y R 25Y R
Cash Receipt Register 5Y 5Y 5Y 5Y 5Y
Cash Receipt Stubs (Counter) 2Y 3Y 3Y 3Y 3Y
Cash Receipt Vouchers 2Y 3Y 3Y 3Y 3Y
CETA Records - Finance 5Y 5Y 5Y 5Y 5Y
Checks, Cancelled 5Y 5Y 5Y 5Y 5Y
City Attorney Files 5Y R 5Y R 5Y R 5Y R 5Y R
City Clerk Files 2Y R 2Y R 2Y R 2Y R 2Y R
City Planning Files 5Y R 5Y R 5Y R 5Y R 5Y R
Council Agenda 5Y 5Y 5Y 5Y 5Y
RETENTION CODE .....
AA - After Audit
AE - After Expiration
C - Current (until supers&ded)
P - Permanent
R - ~,eview
Y - ~ear
Note - All periods represent years pi. us
current year, except where other-
wise noted.
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Authori zed Signatures
RSA M "~ At~ Counc i 1
Date. ~_~,. Da, t~z~//f Dat%,~/~f~f Date ///9/~ -, ..... Resolution 80-23
RECORDS RETENTION WORKSHEE' CIT.=__~Y -7 UKI~J-I - Pa~e ,2 of ,3 RS/I-3
~,qggested Retention Periods. Adopted
- Retention
Record Title RSA Manager Attorpvy Council Period
_
Engineering Files 5Y R 5Y R 5Y R 5Y R 5Y R
Financial Reports 5Y R 10 Y 10Y 10Y 10Y
Garbage Billing 2Y 2Y 2Y 2Y 2Y
General Ledger 25Y 25Y 25Y 25Y 25Y
Historical FileS/Records 25Y 25Y 25Y 25Y 25Y
Insurance Claims 5Y R 5Y R 5Y R 5Y R 5Y R
Journal, Appropriation & Expenditure 10Y R 10Y R 10Y R 10Y R 10Y R
Journal Vouchers 5Y 10Y R 10Y R 10Y R 10Y R
Ledgers,.Appropriation & Expenditures 10Y R 10Y R 10Y R 10Y R 10Y R
Ledgers, Subsidiary 10Y R 10Y R 10Y R 10Y R 10Y R
Licenses & Permits 5Y ~ 5Y 5Y 5Y 5Y
Licenses & Permits, Building 25Y R 25Y R 25Y R 25Y R 25Y R
Medical Compensation Files 5Y 10Y 10Y 10Y 10Y
Minutes p p p p p
Ordinances~ p P P P P
Parking Tickets 3Y 2Y 3Y 3Y 3Y
Payroll Journals 25Y R 25Y R 25Y R 25Y R 25Y R
Payroll Ledgers 25Y R 25Y 'R 25Y R 25Y R 25Y R
Payroll Records 25Y R 25Y R 25Y R 25Y R 25Y R
P.E.R.S. Files 25Y R 25Y R 25Y R 25Y R 25Y R
Personnel Files (inactive) 25Y R 25Y R 25Y R 25Y R 25Y R
Personnel Files (Recruitment) 25Y R 5Y 5Y 5Y 5Y
Planning Files 25Y R 25Y R 25Y R 25Y R 25Y R
Plans - Building 25Y R 25Y R 25Y R 25Y R 25Y R
Purchase Orders 5Y 5Y 5Y 5Y 5Y
Authorized Signatures
RSA Ma n~a'g eF/~j- A~ Council '
Date Date /i' . Date_ / Date
....... /~/~f . /~/fq'~/~ - Resolution No. 80-23
/ '! .f , , .......
rECORDS RETENTION WORKSHEE' _CZTY ~F UKI~H-I ~ Page 3 of 3 RSA-3
,, ·
Adopted
Suggested Retention Periods..
-' Retention
,,Record Title RSA Manager Attorney Council Period
. ,
Receipt Stubs (Sanitary Disposal) 2Y 2Y 2Y 2Y 2Y
Receipt Stubs, Bank Deposit 2Y 2Y 2Y 2Y 2Y
ResolUtions 25Y R P P p p
Subdivision Files p p p p p
.
Summonses, Parking 2Y 2Y 2Y 2Y 2Y
Time Skeets - Monthly 5Y 5Y 5Y 5Y 5Y
Treasurer's Files 5Y R 5Y R 5Y R 5Y R 5Y R
Ukiah RedeveloPment Agency 5Y AE 5Y AE 5Y AE 5Y AE 5Y AE
Utility A/R Control' 5Y 5Y 5Y 5Y 5Y
Utility A/R Control Journals 5Y 5Y 5Y 5Y 5Y
Utility Ledgers 5Y 5Y 5Y 5Y 5Y
Utility Records, A/R Control - Sewer 5Y 5Y 5Y 5Y 5Y
Utility Records, Meter Books 5Y 5Y 5Y 5Y 5Y
Utility 'Records, Receipt Stubs (turn on 2Y 4Y 4Y 4Y 4Y
and turn off)
Utility Records, Well Charts 5Y 5Y 5Y 5Y 5Y
Utility Reports 2Y 3Y 3Y 3Y 3Y
Variances p p p p p
Warrant Register 5Y 5Y 5Y 5Y 5Y
Warrants - Paid 5Y 5Y 5Y 5Y 5Y
Work Orders 2Y 4Y 4Y 4Y 4Y
PG&E Negotiations 5Y 10Y R 10Y R 10Y R 10Y R
Parking Dist., Water Sewer 5Y 10Y R 10Y R 10Y R 10Y R
Water Rights, Pumping Plants 5Y 10Y R 10Y R 10Y R 10Y R
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Authorized Signatures
RSA Ma At Counc i 1
Date Date ., .. Date Date - Resolution No. 80-23