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HomeMy WebLinkAboutRES NO 76-84RESOLUTION NO. 76-84 A RESOLUTION OF THE COUNCIL OF THE CITY OF BAKERSFIELD APPROVING DESTRUCTION OF CITY RECORDS FINANCE DEPARTMENT. 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 legislative 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 City's Finance Operations Manager has requested Council approval of a record retention schedule pursuant to which the Finance Operations Manager may destroy records after specified retention periods, which schedule is attached hereto and incorporated herein by reference; and WHEREAS, it appears to the Council that the records listed on such retention schedule will not be required by the City after the retention period for each category of record set forth on that schedule. NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Bakersfield that the records retention schedule attached hereto is hereby adopted and the Council approves destruction of City records after the periods of time shown on that schedule. .......... o0o .......... 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 the 29th day of August, 1984, by the following vote: CL~K_ and Ex Officio Cler~ of the Council of the City of Bakersfield APPROVED this 29th day of August, 1984 MAYOR~/the City of Bakersfield APPROVED as to form: CI Y/AT~N~Y~o~'~/e City of Bakersfield AJS/bl 2. Retention Save Save 5 years 5 years Save Save Save lO years 5 years 5 years 5 years 5 years 5 years 5 years 5 years 5 years 5 years 5 years 2 years 5 years RECORD RETENTION SCHEDULE ACCOUNTING AND BUDGET CONTROL DIVISION ACCOUNTS PAYABLE Accounts Payable Voucher Register Accounts Payable Check Register Cancelled Accounts Payable Checks Accounts Payable Claim Vouchers Pasroll Documents Payroll Register Expenditure Distribution (Include w/check register) P.E.R.S. Listing Time Reports Earnings Year-to-date W-2's and W-2P's and 1099's Current Earnings (per pay period earnings) Deductions Reports Deferred Compensation Reports United States Savings Bond Report Vacation, Sickleave, Comp. Time and Holiday Reports Claim Vouchers Cancelled Payroll Checks Management Information Report Labor Cards Receivables Broadview, Suburban, Special Services and Other Accounts Receivable Registers Retention Save Save Save 5 years 5 years Save Save 2 years Save Save Save 5 years-past completion 5 years B years 5 years 5 years 7 years 2 years 2 years Reports Expenditure Ledger Project Report and Annual Summary Reports General and Revenue Ledger Cards and Reports Labor and Overhead 28-day Summary Fuel Usage 28-day Summary Financial Documents Annual Financial Statements Annual Budget Preliminary Budget Annual Controllers Report Bone Issue Official Statement Journal Voucher Books Federal and State Grants and Entitlements Report of Monies Collected TREASURER DIVISION Daily Treasurer's Report Business Licenses PURCHASING DIVISION Purchase Orders - Goldenrod copy Formal Bids Annual Contracts Requisitions -2- Retention Save 5 years 5 years 3 years INTERNAL AUDIT DIVlSION Annual and Departmental Audit Reports Cash Receipt Books Audit Workpapers Bank Reconciliations -3-