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Home My WebLink AboutReso - CC - 002-1990RESOLUTION NO. 2-90 ADOPTING RECORDS RETENTION SCHEDULE AND AUTHORIZING DESTRUCTION OF CERTAIN FINANCE DEPARTMENT RECORDS WHEREAS, Section 34090 of the Government Code of the State of California provides that the approval of the legislative body by resolution, and with the consent of the City Attorney, the head of a City department may, with certain exceptions, destroy any City records, document, instrument, book or paper not less than two (2) years old, without making a copy thereof, and after the same is no longer required; and WHEREAS, it has been recommended that a schedule be adopted providing for the retention and destruction of Finance Department records; NOW, THEREFORE, be it RESOLVED by the City Council of the City of Burlingame that in accordance with Section 34090 of the California Government Code the Council does hereby approve a Records Retention Schedule for the Finance Department and authorizes the destruction of the records listed in Exhibit "A" after the elapse of the stated retention period. BE IT FURTHER RESOLVED that records not specified in Exhibit "A" shall not be destroyed without express approval of the City Attorney and a resolution acted upon by the City Council. VICE MAYOR I, JUDITH A. MALFATTI, City Clerk of the City of Burlingame, do hereby certify that the foregoing resolution was introduced at a regular meeting of the City Council held on the 3rd day of January , 19 -90, and was adopted thereafter by the following vote: AYES: COUNCILMEMBERS: BARTON, HARRISON, O'MAHONY, PAGLIARO NOES: COUNCILMEMBERS: NONE ABSENT: COUNCILMEMBERS: LEMBI CITY CLERK EXHIBIT "A" RECORDS RETENTION WORKSHEET City of Burlingame - Finance Pace 1 of 2 RSA -3/84 Suggested Retention Periods Approved Retention Record Title RSA De t.Head Manager Attorney Periods FINANCE DEPARTMENT - INACTIVE FILES Accounts Payable, Petty Cash 5Y 5Y Assessment Districts l0Y R 10Y R Assessment Rolls l0Y 10Y R 10Y R Assessment Notices 2Y 2Y Audit Workpapers 5Y 5Y Bank Adjustment Files 5Y 5Y Bank Statements 5Y 5Y Bayside Improvement District #4 l0Y R l0Y R Bonds, Drainage 5Y AE 5Y AE Bonds, Lighting 5Y AE 5Y AE Bonds, Reclamation District 2097 5Y AE 5Y AE Bonds, Recreation 5Y AE 5Y AE Bonds, Water 5Y AE 5Y AE Bond/Coupon Collection Files 5Y AE 5Y AE Bond Maturity Listings 5Y AE 5Y AE Bond Paying Agent Statements 5Y AE 5Y AE Business License Collections Files 2Y 5Y 5Y Check Advice Files, Not Sufficient Funds 2Y 2Y Coffee Fund Files 2Y 2Y Correspondence & Reports 2Y 5Y R 5Y R Deposit Receipts 2Y 5Y 5Y Deposit Receipts, County 2Y 2Y Deposit Passbooks 5Y 5Y Deposit Summaries 5Y Employee Earnings Ledger 20Y 20Y Employee Earnings Registers 20Y 20Y Improvement Bond Proceedings 5Y AE 5Y AE Improvement Bonds 5Y AE 5Y AE Investment Authorizations 5Y 5Y Investment Listings C C Journal Entries 5Y AA 5Y AA Parcel Maps, Assessment Districts 10Y R 10Y R Parking Meter Files 2Y 2Y Payroll Benefit Payments 20Y 20Y Payroll Payments 20Y 20Y Payroll Registers, Payments 20Y 20Y Record of Bond Assessments 5Y AE 5Y AE Receipts, Miscellaneous 2Y 2Y Receipts & Disbursements, Bonds 5Y AE 5Y AE ----------------------------------------- RETENTION CODE AA - After Audit AE - After Expiration/Settlement C - Current until superseded P - Permanent R - Review Y - Year(s) Note: All periods represent years plus the current year, except where otherwise noted Authorized Signatures RSA Dep., Hea t 4 Council Resolution No. 2-90 Date /Z 71W Date Date Date January 3, 1990 `/i` le /3 RECORDS RETENTION WORKSHEET City of Burlingame - Finance Page 2 of 2 RSA -3/84 Suggested Retention Periods Approved Retention Record Title RSA De t.Head Manager Attorney Periods FINANCE DEPARTMENT - INACTIVE FILES,CONT'D Registers, Bond 5Y AE 5Y AE Registers, Check 5Y 5Y Registers, Tax Accrual 5Y 5Y Registers, Warrant/Fund 5Y 5Y Reports & Studies l0Y R 5Y R 5Y R Staff Reports 5Y 5Y Tax Files 5Y AA 5Y AA Terminated Employees Files 20Y 20Y Treasurer Reports 5Y AA 5Y AA Warrant Listings 5Y AA 5Y AA Authorized Signatures RSA Dep_t. Head M e AtUr COunciIResoIution N0. 2-90 Date�z/��8 Date ` Date D to/3 �� Date January 3, 1990 1�' RECORDS RETENTION WORKSHEET City of Burlingame - Finance RSA -3/84 Page 1 of 4 Suggested Retention Periods Approved Retention Record Title RSA De t.Head Manager Attorney Periods FINANCIAL AND FISCAL FILES - ACTIVE 100 GENERAL ADMINISTRATIVE FILES 101 Office General Management Files -04 Policies/Procedures File C C 102 Office Reference Files -01 General Information File C C -08 Consumer Price Index File C P P -09 Census Information File C C -10 Tax Rate Reporting File C C -11 Equal Employment Opportunity Commission File C C 104 Records Management Files -01 General Information File C C 200 PLANNING FILES 201 Emergency Planning Files -02 Civil Defense File C P P 400 FINANCIAL AND FISCAL FILES 401 Accounting Files -01 General Information File C C -04 Accounts Receivables File 2Y 2Y AE 2Y AE -05 Fixed Assets & Depreciation File C P -06 Petty Cash File 2Y 2Y AA 2Y AA -08 Estimated Compensation Absence File 5Y 5Y AA 5Y AA 402 Audit Files -01 General Information File C C -02 Annual Audit Reports File P P -03 Single Audit Reports File P P -04 Revenue Sharing Audit Report File P P -05 Audit Adjustments File 5Y AA P P -06 TDA Audit Reports File P P 403 Banking Files -01 General Information File C C ----------------------------------------- RETENTION CODE AA - After Audit AE - After Expiration C - Current until superseded P - Permanent R - Review Y - Year(s) Note: All periods represent years plus the current year, except where otherwise noted Authorized Signatures RSA ' Dept. Hea ; M3�g +��e�r �,,.. Attorney, Council Resolution -90 Date gli Date/ Dat Date/ . Date January 3, 1990 I� fir RECORDS RETENTION WORKSHEET City of Burlingame - Finance Paqe 2 of 4 RSA -3/84 Suggested Retention Periods Approved Retention Record Title RSA De t.Head Manager Attorney Periods 404 Debt Financing Files -01 General Information File C C -02 Certificate of Participation WWTP Lease File 10Y R l0Y R -03 Energy Conservation Loan File 5Y AE 5Y AA 5Y AA -04 Treatment Plant Improvements 5Y AE 5Y AA 5Y AA 405 Insurance Files -01 General Information File C C. -02 Policies File 5Y AE P P -04 City Dental Plan File 5Y AE 3Y AE 3Y AE 406 Payroll Files -01 General Information File C C 407 Financial Reports Files -01 General Information File C C -02 Financial Statements File 5Y 5Y AA 5Y AA -03 Expenditure Reports File 10Y R 5Y AA 5Y AA -04 Revenue Report File 10Y R 5Y AA 5Y AA -05 Total Summary Reports File 10Y R 5Y AA 5Y AA -08 Trial Balance File l0Y R 5Y AA 5Y AA -09 Budget Report File l0Y R 5Y AA 5Y AA -10 Journal Entry Report File l0Y R 5Y AA 5Y AA -17 Revenue Transaction Report File l0Y R 5Y AA 5Y AA -18 Expenditure Transaction Report File 10Y R 5Y AA 5Y AA -19 General Ledger Transaction Report File l0Y R 5Y AA 5Y AA -20 Accounts Payable Check Register File l0Y R 5Y AA 5Y AA -21 Labor Reports File 10Y R 5Y AA 5Y AA -22 Monthly Cash Report File l0Y R 5Y AA 5Y AA 409 Tax Files -01 General Information File C C -05 Strong Motion Instrumentation Program l0Y R l0Y R File 410 Budget Files -01 General Information File C C -02 Annual Budget File 5Y 10Y IOY -03 Budget Revisions File 5Y 5Y AA 5Y AA -04 Budget Transfers File 5Y 5Y AA 5Y AA -05 Capital Improvement Budget File l0Y R l0Y R Authorized Signatures RSA Dept. Head, Mager _ Attrney C Council Resolution No. 2-90 Date 81/189 1 Date Date Date Date January 3, 1990 '" l3 16 RECORDS RETENTION WORKSHEET City of Burlingame - FinanceRSA-3/84 Page 3 of 4 Suggested Retention Periods Approved Retention Record Title RSA De t.Head Manager Attorney Periods 411 Grant Files -01 General Information File C C -02 Project 906 - Cleanwater Grant File IOY R 5Y AA 5Y AA -03 Safer Roads Grant File 10Y R 5Y AA 5Y AA -04 Project 25 - Sewer Systems Study Grant File IOY R 5Y AA 5Y AA -05 Sewer Outfall Joint Project File IOY R 5Y AA 5Y AA -06 Park Project Grants File IOY R 5Y AA 5Y AA -07 Project 911 - Traffic Control Device Inventory File IOY R 5Y AA 5Y AA -08 Project 20-918 - Railroad Warning Signs File IOY R 5Y AA 5Y AA 412 Special District Files -01 General Information File C C 413 Annual Reports Files -01 General Information File C C -02 State Controllers Report File 10Y R 5Y AA 5Y AA -03 Street Report/Gas Tax File 10Y R 5Y AA 5Y AA 500 PERSONNEL FILES 504 Personnel Medical and Compensation Files -02 City Dental Plan File C C -03 Deferred Compensation File C 5Y AE 5Y AE 600 PURCHASING/CONTRACTING FUNCTION 601 Purchasing Files -04 Contracts/Agreements 5Y AE 5Y AE 700 LEGISLATIVE AND LEGAL FILES 704 General Legal Files -06 Agreements/Contracts File 5Y AE 5Y AE 705 Agencies Files -03 State Agencies File 20Y R 10Y R 10Y R -05 County Agencies File 20Y R 10Y R l0Y R 1200 PUBLIC UTILITIES FILES 1201 Franchise Files -02 Pacific Gas & Electric File 5Y 5Y AA 5Y AA -04 Cable TV System File 5Y 5Y AA 5Y AA -05 Solid Waste Removal/Disposal Company File 5Y 5Y AA 5Y AA 1202 Water System/Billing Files -01 General Information File C C Authorized Signatures RSA t. He d Ma�1agger "" A� lResolution �q- O ' C No. 2-90 Date Date Date Date January 3, 1990 RECORDS RETENTION WORKSHEET City of Burlingame - Finance age o RSA -3/84 Suggested Retention Periods Approved Retention Record Title RSA De t.Head Manager Attorney Periods 1600 ADMINISTRATIVE SERVICES FILES 1601 Computer Information Files -06 Maintenance Agreements 5Y AE C C 1603 Telephone System Files -01 General Information C C -02 Pay Telephones C C 1604 City Hall - Maintenance/Information Files -01 General Information C C -02 Maintenance Agreements 5Y AE C C Authorized Signatures RSA Dep ead, ManAaer Arrey Council Resolution Date 8/3��d9 Date Date Date Date January 3, 1990 RECORDS RETENTION WORKSHEET City of Burlingame - Payroll Page 1 Of 1 RSA -3/84 Suggested Retention Periods Approved Retention Record Title RSA De t.Head Manager Attorney Periods PAYROLL FILES - ACTIVE 100 GENERAL ADMINISTRATIVE FUNCTION 103 Forms Management Files -02 Blank Forms C -04 Handouts/Pamphlets/Brochures C C C 400 FINANCIAL AND FISCAL FUNCTION 406 Payroll Files -01 General Information File C -03 Individual Payroll Data File C - Active Employees 20Y R 10Y R 10Y R -04 Individual Payroll Data File - Temporary Employees 5Y R 5Y R -06 Check Requests File 5Y 5Y AA 5Y AA 407 Financial Reports Files -11 Payroll Check Register File 10Y R 10Y R -13 Gross to Net Earnings Report File 10Y R 0Y R lOY -16 Payroll Earnings Register File l0Y R R ----------------------------------------- RETENTION CODE AA - After Audit AE - After Expiration C - Current until superseded P - Permanent R - Review Y - Year(s) Note: All periods represent years plus the current year, except where otherwise noted Authorized Signatures RSA - D Maaaaer AtAorney Council Resolution No. 2-90 Date B�i�8f Date Date to Date January 3, 1990 12-19 - $cj lick 4040, 1 i/13 ' f? RECORDS RETENTION WORKSHEET City of Burlingame - Treasurer RSA -3/84 Paqe 1 of 1 Suggested Retention Periods Approved Retention Record Title RSA De t.Head Manager Attorney Periods TREASURERS FILES - ACTIVE 400 FINANCIAL AND FISCAL FUNCTION 414 Treasurers Files -01 General Information C C -03 Savings & Loans 5Y 5Y AA 5Y AA -04 Driving Under Influence Reports(DUI) l0Y 2Y AE 2Y AE ----------------------------------------- RETENTION CODE AA - After Audit AE - After Expiration C - Current until superseded P - Permanent R - Review Y - Year(s) Note: All periods represent years plus the current year, except where otherwise noted Authorized Signatures RSA Dept. Head, Mager At n y Council Resolution No. 2-90 Date S��Sy Date Date Da Date January 3, 1990 12-- 13 -a9