HomeMy WebLinkAboutReso - CC - 115-1987RESOLUTION NO. 115-87
ADOPTING RECORDS RETENTION SCHEDULE AND
AUTHORIZING DESTRUCTION OF CERTAIN FINANCE
DEPARTMENT RECORDS, DOCUMENTS AND PAPERS
WHEREAS, Section 34090 of the Government Code of the
State of California provides that with the approval of the legis-
lative body by resolution, and with the consent of the City
Attorney, the head of a City department may, with certain except-
ions, destroy .any city record, 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: In accordance with Section 34090 of the
California Government Code, the Council does hereby approve a
Records Retention Schedule for the Finance Department and author-
izes the destruction of the records listed in Exhibit "A" after
the elapse of the stated retention period.
BE IT FURTHER RESOLVED that on each occasion a
department head orders destruction of records, a notice of such
destruction shall be provided to the City Clerk using the memoran-
dum format attached hereto as Exhibit B.
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.
Mayor
I, JUDITH A. MALFATTI, City Clerk of the City of
Burlingame, California, do hereby certify that the foregoing
resolution was introduced at a regular meeting of the City Council
held on the 19th day of October 1987, and was
adopted thereafter by the following vote:
AYES: COUNCILMEN: AMSTRUP, BARTON, LEMBI, MANGINI, PAGLIARO
NOES: COUNCILMEN: NONE
ABSENT: COUNCILMEN: NONE
City Cle
I consent to the destruction of the records, document
and papers more particularly described in the foregoing Resolution
City Attorney
EXHIBIT "A"
RECORDS RETENTION WORKSHEET City of Burlingame, Finance Department RSA -3/84
Paqe 1 of 1
Suggested Retention Periods
Approved
Retention
Record Title
RSA
Dept.Head
Manager
Attorney
Periods
Bonds, Cancelled
5Y AE
7Y AE
7Y AE
Cash Receipts
2Y
3Y
3Y
Checks, Cancelled
5Y
5Y
Invoices, Paid/Warrants
5Y
5Y
Journal Vouchers
5Y AA
5Y AA
Ledgers
5Y AA
5Y AA
Payroll Quarterly Register
20Y
20Y
Payroll Deduction Register
20Y
20Y
PERS Register
20Y
20Y
PERS Health Register
1Y
2Y
2Y
Payroll Transaction Register
1Y
2Y
2Y
Tax Recap
1Y
2Y
2Y
Payroll Monthly Register
C
C
(Superseded by quarterly report)
Printouts
5Y
5Y
Time Cards
5Y
5Y
-----------------------------------------
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 -
ea
Attorney�'C
Co unci I Resolution
No.115-87
Date /"/?
Date
!Dtfe:7d
Date/C/ _
Date October 19, 1987
;, f /
EXHIBIT B
DATE:
TO: Judith A. Malfatti, City Clerk
FROM: Rahn Becker, Finance Director
SUBJECT: DESTRUCTION OF RECORDS
Attached is a list of records which my department plans to
destroy. All of the records listed are over two years old
or have been retained for the minimum retention period specified
in Resolution No. 115- 87.
I have determined these records are no longer needed for
administrative or fiscal purposes, and have no historical
value.
The date for destruction is
you have any objection to the destruction,
prior to that date.
Rahn Becker, Finance Director
21 days after date of memo
If
please let me know