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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