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Home My WebLink AboutAgenda Statement 1980/04/22 Item 10 COUNCIL AGENDA STATEMENT Item 10 ITEM TITLE: Meeting Date 4/22/80 Resolution lotJ66 Authorizing the destruction, of certain Finance Department records \ SUBMITTED BY: City Attorney (4/5ths Vote: Yes No~) The Finance Department has requested authorization to destroy some unneeded records. Therefore, it is my RECOMMENDATION: That Council: 1. Authorize the destruction of the records described in Exhibit "A". BOARD/COMMISSION RECOMMENDATION: Not Applicable DISCUSSION The Finance Department stores a large quantity of non-current financial records in the Police Department basement on steel shelving. Present capacity for storage has already been exceeded and additional shelving and storage boxes cost approximately $1,000 just to meet current needs. This constitutes an unnecessary expenditure to retain the records described in Exhibit "A" and it also creates difficulties in researching needed records. The proposed destruction of unneeded records, along with micro- fiching, will result in a record storage process that will be manageable and less expensive. FISCAL IMPACT Not Applicable. TJH:jss he City Council of Chula Vista, Caiifornia ;D ~lo(P Dated ~ -&2:2 -: R'cJ I .' I Form A-113 (Rev. 11/79) .".'A. "0.. . ..'" EXHIBITS Agreement_____ Resolution~ Ordinance_____ Plat_____ Notification List Other 1 tr/Council ENVIRONMENTAL DOCUMENT: Attached Submitted on .," -'ftt City o~ ChuQa CUd.a CALlFOUNIA OI'FlrE OF TilE CITY A'ITOHNEY DATE: April 16, 1980 TO: The Honorable Mayor and City Council Lane F. Cole, City Manager Gordon K. Grant, Director of Finance FROM: Thomas J. Harron, Assistant 'City SUBJECT: Destruction of Financial Records This office has reviewed the request for destruction of the records described in Exhibit "A". There is no requirement under the law that we retain these records and Government Code ~34090 describes the procedure by which we may destroy, these no longer needed records. It, requires written consent by the City Attorney and approval by the City Council. By this writing the City Attorney consents to the destruction of the records. TJH : j s s orJo\o ) 276 Fourth Avenue, Chula Vista, CA 92010 (714) 575-5037 RETENTION SCHEPULE - AUTOMATEO ACCOU~mNG Form or Report No. CAP 020 01 020 02 030 01 030 02 060 01 060 02 070 01 070 02 OW) 01. 080 02 100 01 100 02 11 0 01 110 02 120 01 120 02 120 03 125 01 130 01 140 01 140 02 150 01 Description Chart of Accounts Transactions List Chart of Accounts ~aster List (Year End) Budget Master Status Transactions List Budget Master Status Purchase Orders Transaction List purchase Orders Accounting Transactions Transaction List Accounting Transactions .General Ledger Transactions List General Ledger Automated Accounting Transactions New Transactions Cash Report Monthly Cash Report Detail Expenditure Transaction Report Detail Revenue Transaction Report Encumbrance Activity and Status list Appropriations Status Report (Month End) Vendor Payment Audit List Statement of Revenue Estimated and Actual (By Fund) Statement of Revenue Estimated and Actual (Sy Source) Statement of Expenditures and Encumbrances Compared with Authorizations (3y Fund) P = Permanent * To be microfiched and kept permanently, ItOh~ - 1 - :...,' Exhi bit A EXHIBIT A: Retention Period p P 2 2* 2 2* 2 2* 2* 2* 2 2 2 P 2* 2* 2 2 P 2* 2* 2* Exhibit A RETENTION SCHEDULE - ,l\UTOMATED ACCOUNTING Form or Report No. Description Retention Period CAP 150 02 Statement of Expenditures and Encumbrances Compa red wi th Authori za t i ons (All Funds) 2* 150 03 Statement of Expenditures and Encumbrances Compared with Authorizations (Summary of Object Account Totals) 2* 160 01 Balance Sheet Year End 2* * To be microfiched and kept permanently. Notes; 1. Ledger Books are to bf kept permanently 2. Actual Purchase Orders (Yellow encumbrance copy) 15 years. 3. Copy of general warrants with invoices and receiving copy of purchase order or partial receiving copy or direct payment Permanent. - 2 - Exhi bit B RETENTION SCHEDULE - PAYROLL RECORDS Form or Report No. Description Retention Peri od CPA 40.01, 02 03 & 04 Compensation Insurance Reports 2 40 80 Deferred Compensation Report P 46 02 Accounting Transactions 2 10 81 & 82 Quarter to Date Earnings DE 8003 Quarterly Report of California Personal Income Tax Withheld 4 DS 114 Payroll Activity Transmittals 2 F 201 YTD Payroll Activity Transmittal 2 Form 941E Quarterly Return of Withheld Federal Income Tax 4 PAY 005 02 Payroll Transaction Error Listing 2 010 01 Payroll Timesheet Transactions 2 020 01 Payroll Master Audit Listing 2 04019 Check Reconciliation 040 25 040 30 040 35 040 35 040 60 040 65 040 75 040 90 Pers 11 5 PERS ACC 625 P '" Permanent IO~ P - Current Terminations Report Year to Date Terminations Report Year to Date Register - Bi\1eekly Year to Date Register-Annual for H-2's 2 2 2 10 10 2 2 Vacation/Sick Summary Pay Rate Change -Report Credit Union Report Time Sheets 10 Leave Requests (Finance Department Only) 2 Payroll listing for Public Employees Retirement System (Retirement Report) 10 RETE~TION SCHEDULE - PAYROLL RECORDS Form or Report No. Description Payroll Register Garnishment Records W-2 \'1-4 Retirement Transmittals Cancelled and Void Checks/Bank Statements P = Permanent * Retention period to begin upon termination of employee. - 4 - Exhibit B Retention Period P 2 2 4* 2 10 " I Exhibit C RETENTION SCHEDULE - FIXED ASSETS Form or Report No. CFA 30.01 30.02 30.03 30.04 30.05 30.06 OS 120 F 211 247 248 Descriotion Retention Period Fixed Asset Report by Building Numbers Fixed Asset Report by Department/Activity 2 2 2 2 2 P Fixed Asset Report by Class Code Fixed Asset Report by Property Tag Number * Fixed Assets Activity by Department/Activity Statement of Changes in General Fixed Assets Fixed Asset Transmittals 2 5 5 5 P Fixed Asset Transfer/Disposal Requests Annual Fixed Asset Physical Inventory Reports Report of lost/stolen City property Fixed Asset General Ledger I P = Permanent * Note: Retain for 10 years the end of fiscal year "Fixed Asset Report by Property Tag Number~ lMIo~ / - 5 - --~ Exhi bit 0 RETENTibN SCHEDULE - LICENSES AND PERMITS Form or Report No. Description Retention Period CBL 30.01 F 204 Business License Profiles 5 Dog License Applications 2* Dog Licenses 2* Dog License Printouts 2 Dog License Renewals 2* F 203 Business License Applications 5* Business License Master File Report 5 F2lO F 255 256 A~plication for Garage Sale Permit 2 New Business License/Transmittal 5 Business License Transmittals 2 Business License Renewals 5* * Note: Retention periOd indicated is to begin upon expiration of the license. - 6 - Exhibit E RETENTION SCHEDULE - INSURANCE Form or Report No. Description Group Insurance Reports (printouts) Retention Period CPA 4601 5 Cancelled Insurance Policies 5* Travelers Premium Payment Report 5 Standard Premium Payment Report 5 Worker's Compensation Checks and Copies Public Liability Checks and Copies 5 5 * Note: After expiration of policy. !000~ - 7 - I 1- .__. -. RETENTION SCHEDULE - RECEIPTS Form or Renort No. 8 401 F 202 F 213 F 222 F 252 PD 552 R 1010 1015 1033 Description Building and Housing Receipts Finance Official Receipts Miscellaneous 1 Receipts Invoices Miscellaneous 2 Receipts Bond Payment Receipts Police Denartment Receipts Golf Course Cash Reports Pool Cash Reports Park and Recreation Receipts Investment Receipts Bus Fare Revenue Receipts - 8 - ~ " Exhibit F Retention Period 5 10 10 2* 10 2* 5 5 5 5 5 5 ExhibitG RETENTION .SCHEDULE - MISCELLANEOUS Form or Report No. PO 513 loD~CiJ Description Retention Period Parking Citations, Paid or Voided Correspondence (Reports) 2 5 5 10 Publications General Warrant Checks, Cancelled & Void Treasurers Bond Register 1911 Act Bonds 10 - 9 - ." _._-