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Home My WebLink About78-89 records retention schedule adoption1! 14 RESOLUTION NO. 78-89 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 semiactive records in the storage area located at the Ukiah Municipal Airport, 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 conditions, ii ATTEST: i /' ~ City Clerk 81 il ABSENT: NOne NOES: None NOW, THEREFORE, the City Council of the City of Ukiah 16 does hereby RESOLVE that the attached Retention Schedule is ?~ hereby adopted. The City Clerk is directed to supervise [Ii and implement the schedule. 19 :ii PASSED AND ADOPTED this 19th day of April 90 1978, by the following roll call vote: t, AYES: Councilmembers Hickey Myers Simpson, Snyder Mayor Branno .RECORDS RETENTION WORKSH, .,CI' OF UKIAH - Paqe 1 of 3 RS4-3 Suggested Retention Periods Adopted Retention, Record Title RSA Manager Attorney Council Period Agreements - Contracts 5Y AE 5¥ A~, 5¥ A~. 5¥ AP. Airport Project Files 5Y AE 5¥ AE 5¥ AE 5¥ AE Annexations p ? p ,p Annual Reports - Mi sc. 5Y 5¥ 5¥ 5¥ Audit Reports 25Y R 25Y R 25¥ R 25Y R Billing Register Copies 5Y 5Y 5Y 5¥ Bonds & Coupons 5Y AE 5Y AE 5Y AE BY AE Business Licenses 5Y 5Y 5Y 5Y Budgets 25Y R 2 5Y R 25Y R 25Y R Cash Receipt Stubs (Counter) 2Y 3Y 3Y 3Y Cash Receipt Vouchers 2Y 3Y 3Y 3Y Checks, Cancelled 5Y 5Y 5Y 5Y City Attorney Files 5Y R 5¥ R "5Y R 5Y R City Clerk Files 2Y R 2Y R 2Y R 2Y R City Planning Files 5Y R 5Y R 5Y R 5Y R Council Agenda 5Y 5Y 5Y 5Y Engineering Files 5Y R 5¥ R 5Y R 5Y R Financial Reports 5Y R lOY lOY lOY Gas Department Files 5Y R R R R RETENTION CODE AA - After Audit AE - After Expiration C -Current (until superseded) P - Permanent R - Review Y - Year Note - All periods represent years plus current sear, except where other- wi se nOted. , Authorized Signatures A//~,~/~¥/ a~~ e~ Atitorney ;/ Council Date :,,;,/~//? D~te Date Date / RECORDS RETENTION WORKSH~ CI~ 9F UKIAH - Paqe.. 2 of 3 REA-3 Adopted Suggested Retention Periods Retention Record Title ReA Manager Attorney Council Period Insurance Claims 5Y R 5¥ Iq 5¥ iq 5¥ iq Journal, Appropriation & Expenditure lOY R 10¥ R 10¥ iq 10¥ iq Journal Vouchers 5Y 10¥ iq 10¥ iq 10¥ iq Ledgers, Appropriation & Expenditure IOY R 10¥ iq 10¥ iq 10¥ iq Ledgers, Subsidiary IOY R 10¥ iq 10¥ iq 10¥ iq Licenses & Permits 5Y 5¥ 5¥ 5¥ Licenses & Permits, Building 25Y R 25¥ R 25¥ R 25¥ R Medical Compensation Files 5Y 10¥ 10¥ 10¥ Minutes P ? P P Ordi nances P ? P P Payroll Journals 25Y R Payroll Ledgers 25Y R Payroll Records 25Y R 25¥ Iq 25¥ R P.E.R.S. Files 25Y R Personnel Files (Inactive) 25Y R 25Y R 25Y R 25Y R Personnel Fi]es (Recruitment) 25¥ R 5Y 5Y 5Y Planning Files 25Y R 25Y R 25Y R 25Y R Plans - Building 25Y R 25Y R 25Y R 25Y R Purchase Orders 5Y 5Y 5Y 5Y Receipt Stubs (Sanitary Disposal) 2Y 2Y 2Y 2Y Receipt Stubs, Bank Deposit 2Y 2Y 2Y 2Y Resolutions 25Y R P P P Subdivision Files P P P P Summonses, Parking 2Y ~2Y 2Y 2Y Time Sheets - Monthly 5Y 5Y 5Y 5Y Treasurer's Files i i..5Y R 5Y R 5Y R 5Y R Authori zed Signatures r e Counci 1 RS - Date/~/a~/77 ~t.e~. ? ~ /~Date-/6-?7.' Date RECORDS RETENTION WORKSH, CI' OF UKIAH - Paqe 3 of 3 RSA-3 Suggested Retention Periods Adopted Retention Record Title RSA Manager Attorney Council Period Ukiah Redevelopment Agency 5Y AE 5¥ A~. 5¥ A~. 5¥ ~. Utility A/R Control 5Y 5¥ 5¥ 5¥ Uti 1 ity A/R Control Journal s 5Y Uti 1 i ty Ledgers 5Y 5¥ 5¥ 5¥ Utility Records, A/R Control - Sewer 5Y 5¥ 5¥ 5¥ Utility Records, Meter Books 5Y 5¥ 5¥ Utility Records, Receipt Stubs 2Y 4¥ 4¥ 4¥ Utility Records, Well Charts 5Y 5¥ 5¥ Utility Reports 2Y 3¥ 3¥ 3¥ Variances P Warrant Register 5Y 5¥ 5¥ 5¥ Warrants - Paid 5Y 5¥ 5¥ Work Orders 2Y 4¥ PG&E Negotiations 5Y 10Y R 10Y R 10Y R Parking Dist., Water Sewer 5Y 10Y R 10Y R 10Y R Water Rights, Pumping Plants 5Y 10Y R 10Y R 10Y R , Authori zed Signatures RS olv /M g ~ ~torne~X Council Date /Y/~C/z7 D~7~e - Date ,,,