Loading...
HomeMy WebLinkAbout2007-09 record destruction RESOLUTION NO. 2007-09 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH AUTHORIZING THE DESTRUCTION OF CERTAIN RECORDS WHEREAS, the Finance Department has reviewed and approved the list of records 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 21st day of March , 2007, by the following roll call vote: AYES: Councilmember Thomas , Crane , McCowen , Baldwin , and Mayor Rodin NOES : None ABSTAIN: None ABSENT: None Mari Rodin , Mayor ATTEST: Gail Petersen, City Clerk 1 EXHIBIT A RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: January 29, 2007 Department: Finance Records Coordinator: Gail Petersen, 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, no later than February 28, 2007 to the City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Gail Petersen, City Clerk LOCATION BOX RECORD TITLE DATES RETENTION COMMENTS DATES 3 1606 Labor Distribution Reports 12194-12/95 1999 Thomas 13 1229 Warrants paid G-K 7/91 -6/92 2001 DeKnoblou h 173 2987 Utility billing b-list 1 /00-7/00 2006 McLellan 207 2115 Payroll timesheets 11 /98-5/99 2006 Thomas 239 3293 Bankruptcy files 1985-1996 2003 McLellan 253 3298 Bad debt write-off 7/91 -2/94 2002 McLellan 313 3300 Financial statements 4/00-8/00 2005 Norris 351 2175 Employee distribution reports 1/99-6/99 2005 Thomas 367 2178 Employee distribution reports 12/99-2/00 2006 Thomas 374 2179 Employee distribution reports 7/99-11/99 2005 Thomas 381 2185 Employee distribution reports 3/00-5100 2006 Thomas 382 2184 Calculation totals 1/99-12/99 2002 Thomas 383 2186 Employee distribution reports 6/00-7/00 2006 Thomas 397 2196 Benefit distribution 1 /99-12/99 2006 Thomas 409 2201 Payroll GL interface 1 /99-9/99 2003 Thomas 410 3301 Emergency response billing 1992-1997 2002 Norris 413 2198 Labor distribution 1/99-12/99 2002 Thomas 415 2206 Vacation/sick leave reports 1 /99-6/00 2001 Thomas 416 2205 Payroll interfaces/authorizations 10/99-6/00 2003 Thomas 445 1821 Billing register copies-dump/dui 7/95-1/96 2001 McLellan 455 1823 billing register copies-dump/dui 1/96-6/96 2005 McLellan 463 1928 Payroll records 12/95-10/86 2001 Thomas 488 3261 Prod/non productive report & 7/04-12/04 2005 MacFarland Vac/Sick Leave Report 493 3265 Billing and customer records 1/04-7104 2006 McLellan 503 1597 Pa roll records 12/93-12/94 2001 Thomas 505 1368 Bad debt write-offs S-Z 7/88-6/91 None Sechrest Signatures Authorizing Destruction Department Head City Clerk i n y Destroyed by: � Date: �zlz�Io� � �`J © � 3� ��n Date: a e: Date: Destroy (Finance)-City Clerk Feb 2007 RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: January 29, 2007 Department: Finance Records Coordinator: Gail Petersen, 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, no later than February 28, 2007 to the City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Gail Petersen, City Clerk LOCATION BOX RECORD TITLE DATES RETENTION COMMENTS DATES 519 3308 Billing records 1988-1993 1996 McLellan 529 1392 Time sheets 8/92-11/92 2000 DeKnoblou h 540 3313 Billing records 2/88-12/88 1991 McLellan 599 3320 Booking fees 1994-1999 2004 Norris 608 3323 Bad debt write-offs 1987-1991 1999 McLellan 626 3324 Billing records 2/00-2/02 2005 McLellan 633 1853 Payroll timesheets 6194-11 /94 2002 Thomas 634 1854 Payroll timesheets 11/94-5/95 2003 Thomas 635 1855 Payroll timesheets 5/95-10/95 2003 Thomas 637 1857 Payroll timesheets 3/96-8/96 2004 Thomas 638 1858 Payroll timesheets 10/95-3/96 2003 Thomas 639 1859 Payroll validation 12/86-10/97 2001 Thomas 652 3329 Billing records 1998-202 2005 McLellan 655 3320 Billing records 1105-6/05 2003 McLellan 658 3332 Bad debt write-offs 1975-1995 2003 McLellan 659 1879 Payroll timesheets 8/96-12/96 2004 Thomas 729 1999 Confidential payroll timesheets 5/98-11/98 2006 Thomas 734 2004 Confidential payroll timesheets 11/97-6/98 2005 Thomas 755 3340 Billing records 7/01 -9/01 2005 McLellan 768 3341 ] Parking invoices 1988-1995 1999 Norris 816 2292 Utility payment registers 3196-12/96 None Elton 839 2315 Utility service tags routes 2141 6/95-6/97 2005 Erin 870 3342 Cash receipts edit list 10/01 -1/02 2005 Norris 875 2351 Employee distribution reports 8/00-10/00 2006 Thomas 888 2362 Health ins - terminated policies 1/94-12/00 2005 Thomas 889 2365 Pa roll checks co ies 8/99-2/00 2006 Thomas 892 2343 Billing records 1995-1999 2003 McLellan Signatures Authorizing Destruction Department Head City Clerk i y Destroyed by: 06 Date: Date: 0/�/ 3 6 7 Date: Date: Destroy (Finance)-City Clerk Feb 2007 RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: January 29, 2007 Department: Finance Records Coordinator: Gail Petersen, 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, no later than February 28, 2007 to the City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Gail Petersen , City Clerk LOCATION BOX RECORD TITLE DATES RETENTION COMMENTS DATES 897 2373 Payroll records 1/01 -12/01 2003 Thomas 899 2375 Payroll records 11/01 -12/01 2006 Thomas 900 2376 Payroll records 1/00-12/00 2006 Thomas 901 2377 Payroll records 1/01 -6/01 2004 Thomas 902 2378 Payroll records 7/01 -12/01 2004 Thomas 903 2379 Payroll timesheets 10/99-4/00 2006 Thomas 904 2380 Payroll records 1/00-12/00 2003 Thomas 905 2381 Payroll checks copies 1/01 -6/01 2006 Thomas 907 2383 Payroll records 1/01 -9/01 2004 Thomas 908 2384 Payroll records 1 /01 -12/01 2002 Thomas 910 2386 Payroll records 1 /01 -4/01 2006 Thomas 915 2391 Payroll records 8/01 -10/01 2006 Thomas 917 2932 Pa roll checks copies 3/00-8/00 2006 Thomas 919 2395 Payroll records 91 ,98-99 2002 Thomas 920 2396 Payroll records 5101 -7/01 2006 Thomas 923 2399 Payroll records 7/00-12/00 2003 924 2400 Payroll records 1/01 -12/01 2004 925 3345 Billing records 1 /02-12/02 2005 McLellan 930 3346 Cash receipt stubs 5/00-5/00 2005 McLellan 932 3347 Cash receipt stubs 2/00-2/00 2005 McLellan 935 3348 Cash receipt stubs 7/00-8/00 2005 McLellan 938 3351 Cash receipts edit list 2/02-5/02 2005 Norris 944 2420 Billing records 7/02-9/02 2005 Erin 946 2422 Billing records 11 /02-12/02 2005 947 2423 Billing records 1/03-1/03 2005 968 2444 Payroll records/EDD reports 1/94-12/00 2005 Thomas 969 2445 Payroll Validation 4/93-6/94 1999 Thomas Signatures Authorizing Destruction Departmen ead CCIe ty e Destroyed by: Date: ti' 0� Date: d 7 plate: Date: Destroy (Finance)-City Clerk Feb 2007 RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: January 29, 2007 Department: Finance Records Coordinator: Gail Petersen, 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, no later than February 28, 2007 to the City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Gail Petersen, City Clerk LOCATION BOX RECORD TITLE DATES RETENTION COMMENTS DATES 970 2446 Vacation/Sick leave reports 7/94-12/95 1996 Thomas 971 2447 Labor distribution reports 6/93-5/94 1997 Thomas 972 2448 Employee distribution reports 6/93-10/93 1999 Thomas 973 2449 Employee distribution reports 11/93-4/94 2000 DeKnoblou h 974 2450 Employee distribution reports 7/94-12/94 2000 Thomas 975 2451 Payroll Interface report 1 /92-9/92 1995 DeKnoblou h 977 2453 Payroll reports 10/92-6/93 1996 DeKnoblou h 978 2454 Payroll records-benefit dist. 7/93-10/93 2000 Thomas 981 2457 Labor distribution reports 2/97-2/98 2000 Thomas 985 2461 Payroll registers 6/93-6/94 1995 Thomas 987 2463 Payroll timesheets 5/86-12/86 1993 Inman 988 2464 Payroll records-benefit dist. 5/90-6/91 11998 990 2466 Employee distribution reports 12/94-9/95 2000 Thomas 992 2468 Employee dist. Reports 6/91 -4/92 1998 Inman 994 2469 Employee dist. Re orts/labor dist 5/90-6/91 1997 Inman 1019 2495 Warrants — paid 7/93-6/94 2004 Sechrest 1023 2499 Warrants — paid 7/93-6/94 2004 Sechrest 1132 2608 Confidential cash receipt re g. 3/03-4/03 None Archibald Signatures Authorizing Destruction Department ead City Clerk t A rn Destroyed by: Date: VI J Date. Date: Date: Destroy (Finance)-City Clerk Feb 2007 Ems" RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date : March 7, 2007 Department: Finance Records Coordinator: Gail Petersen, 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 , no later than to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Gail Petersen , City Clerk LOCATION BOX RECORD TITLE DATES RETENTION COMMENTS DATES 485 1138 REMIF — Liability Loss 11 /30/82- None Given Goodrick Ex erience Reports 4130/84 Signatures Autho-rizing Destruction De art He City Cie P1 , Alto ey Destroyed By Date: �' _ _ v Date : ,3 '�- d at'� e: ' � 3 Date: Reports: Destroy-City Clerk 2007