HomeMy WebLinkAboutRES NO 154-98RESOLUTION NO. I 5 4 ' 9 8
A RESOLUTION APPROVING THE DESTRUCTION OF
CERTAIN OBSOLETE CITY RECORDS, DOCUMENTS,
INSTRUMENTS, BOOKS AND PAPERS, PURSUANT TO
SECTION 34090 ET SEQ. OF THE GOVERNMENT CODE OF
THE STATE OF CALIFORNIA (FIRE DEPARTMENT).
WHEREAS, the Fire Department has a certain records retention schedule; and
WHEREAS, a request has been made by the Fire Department for authority to
destroy certain obsolete City records in accordance with its records retention schedule;
and
WHEREAS, said request has been approved 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
that pursuant to Section 34090 et seq. of the Government Code of the State of California,
approval is hereby granted for the Fire Department's destruction of the items listed in
Exhibit "A", and upon written approval of the City Attorney, and for the continued
destruction of such listed items in accordance with the prescribed time periods set forth
in the Fire Department records retention schedule and upon written approval of the City
Attorney.
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Page 1 of 2
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
#0V ! B 1~ , by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
COUNCiLMEMBER CARSON, DEMOND, SMITH, MCDERMOTT, ROWLES, SULLIVAN, SALVAGGIO
COUNCILMEMBER
COUNCILMEMBER
COUNCILMEMBER
APPROVED
NOV ! 8 1~
CITY CLERK and Ex Officio Olbrk of the
Council of the City of Bakersfield
By
Mayor
APPROVED AS TO FORM:
ROBERT M. SHERFY
ChiefAssistantCityAttorney
By .' ~ ..~.¼ '. x~,,(~
VIRGINIA GENNARO
Deputy City Attorney
Attachments: Exhibit "A"
VG:cj
S:~COUNClL\Resos~FireRecordDest ruct.wpd
October 27, 1998
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Fire Department
Destruction Schedule
Exhibit
I. Destroy up through 1996:
1. Claitn vouchers
2. Purchase orders
3. Memos/correspondence
4. Payroll hours proof
5. Receipt books
6. False alarms
7. Requests for time off
8. Budget workpapers
11. Deslroy up through 1993:
1. Fee calculation worksheets
2. Ad Hoc Committee minutes
3. Agreements
4. Inspection records
5. Training records
6. Retired or past employee files
lIl. Destroy up through 1988:
I. Monthly consolidated report
2. Daily roster
3. Employee time sheets
4. Fire Reports
5. Accident reports (non-workers comp)
IV. Destroy the t~)llowing miscellaneous papers:
1. 1981 time study
2. Fireman's Disability Retirement Fund check registers
3. Civil Service records 1960-1972.
4. EMS records through 1990.
5. Outdated Standard Operating Procedures
All records, documents, instruments, books and papers not mentioned in Sections I through IV
shall be retained a minimum of two years. Duplicates of all reports may be destroyed at any
time when the duplicates are no longer needed. Any of the above may be retained for a longer
period if circumstanceq so warrant.
SC: S\Susan\memos\ex hA
Fire Department
Retention Schedule
October 26, 1998
Exhibit "B"
I. Retain two years:
1. Claim vouchers
2. Purchase orders
3. Memos/correspondence
4. Payroll hours proof
5. Receipt books
6. False alarm citations
7. Requests f~)r time off
8. Budget workpapers
II. Retain five years:
1. Fee calculation worksheets
2. Ad Hoc Committee minutes
3. Agreements
4. Inspection records
5. Training records
6. Retired or past employee files
111. Retain ten years:
1. Monthly consolidated reports
2. Daily rosters
3. Employee time sheets
4. Fire Reports
5. Accident reports (non-workers comp)
IV. Retain indefinitely:
1. Arson case files
2. Current employee Illes
3. Certified Unified Program Agency files
All records, documents, instruments, books and papers not mentioned in Sections I through IV
shall be retained a minimum of two years. Duplicates of all reports may be destroyed at any
time when the duplicates are no longer needed. Any of the above may be retained for a longer
period if circumstances so warrant.
SC:S\Susan\memos\exhA