HomeMy WebLinkAboutRES NO 115-00RESOLUTION NO, I I 5 ' 00
RESOLUTION APPROVING THE RETENTION AND
DESTRUCTION SCHEDULE OF CERTAIN CITY RECORDS,
DOCUMENTS, INSTRUMENTS, BOOKS AND PAPERS,
PURSUANT TO SECTION 34090 ET SEQ. OF THE
GOVERNMENT CODE OF THE STATE OF CALIFORNIA
(RISK MANAGEMENT DIVISION).
WHEREAS, Section 34090 of the California Government Code provides that a City
department head may destroy any City record, document, instrument, book or paper under
his charge with the approval of the le0islative body and written consent of the City
Attorney, provided such records are at least two years old and do not fall within categories
of records excepted from the operation of that Section; and
WHEREAS, the Division of Risk Management hereby requests that City Council
approve the records retention schedule attached hereto as Exhibit "A" and incorporated
herein by reference, and authorize the destruction of such records after the specified
periods identified in Exhibit "A;" and
WHEREAS, said request has been appreved by the City Attorney and is in
accordance with the procedures and requirements of the City and Section 34090 et seq.,
of the California Government Code.
NOW, THEREFORE, BE IT RESOLVED, by the Council of the City of Bakersfield
as follows:
That, pursuant to Section 34090 et seq. of the Government Code of the
State of California, the retention schedule of the Risk Management Division
for the City of Bakersfield, attached hereto as Exhibit "A" and incorporated
herein by reference, is hereby approved.
That, pursuant to Section 34090 et seq. of the Government Code of the
State of California, the Division of Risk Management may destroy items listed
in Exhibit "A," upon written approval of the City Attorney, and in accordance
with the prescribed time periods set forth in Exhibit "A."
That the continued destruction of the listed items in Exhibit "A", with written
approval of the City Attorney, and in accordance with the prescribed time
periods set forth in Exhibit "A", is hereby granted.
--oo0oo--
I HEREBY CERTIFY that the foregoing Resolution was passed and adopted by the
Council of the City of Bakersfield at a regular meeting 'thereof held on
SEP 13 Z000 , by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
COUNCILMEMBER CARSON, DEMOND, MAGGARD, COUCH, GREEN, SULLIVAN, SALVAGGIO
COUNCILMEMBER 1%IC)1~/~_
COUNCILMEMBER
APPROVED
SEP 1B Z000
Mayor
APPROVED AS TO FORM:
Deputy City Attorney
VG:alj
S:\COUNCIL\Resos\RiskRentionScherJule.wpd
August 31,2000
RISK MANAGEMENT RETENTION SCHEDULE
I. RETAIN 'I'VVO (2) YEARS:
2.
3.
4.
5.
6.
7.
General Correspondence (includes inter-departmental memorandums)
Accounting/Budget Worksheets and Corresponding Reports
Account Payable Vouchers
Facility Reservations and Supporting Documents
Time Cards
Signature Sheets for Paycheck Pickup
Safety Committee Items, including the following:
a. Agendas
b. Minutes
CPR/First Aid sign-up sheets
II. RETAIN FIVE (5) YEARS:
1. Workers Compensation--Medical files and denied claims (only)
III. RETAIN UNTIL CASE IS CLOSED PLUS FIVE (5) YEARS:
Claims (Paid & Denied)
Risk Management Reports (includes Federal OSHA forms, Loss-Run
Analysis, Safety Reports, & Actuarial Studies)
IV. RETAIN UNTIL CASE IS CLOSED PLUS SEVEN (7) YEARS:
1. Accident/Incident Reports (includes First Aid reports)
RETAIN UNTIL TERMINATION OF EMPLOYEE STATUS PLUS SEVEN (7)
YEARS:
Employee Information:
a. DMV Class status
b. Drug Testing Screens
c. Medical Cards
EXHiBiT
VI.
RETAIN INDEFINITELY:
2,
3.
4.
Bonds, Insurance
Insurance, ACCEL JT Powers Agreement
Insurance Certificates (Liability/PropertyANorker's Compensation)
Worker's Compensation, Claim Files, Reports, Incidents (working files)
originals filed with Administrator
All records, documents, instruments, books and papers not mentioned in
Sections I through VI shall be retained a minimum of two (2) years.
· Duplicates may be destroyed at any time.
Any of the above may be retained for a longer period if circumstances so
warrant.