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Home My WebLink About95-1 - Finance Department Record Destruction & Record Retention PolicyRESOLUTION NO. 95--1 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NEWPORT BEACH AUTHORIZING DESTRUCTION OF CERTAIN RECORDS MAINTAINED BY THE CITY OF NEWPORT BEACH FINANCE DEPARTMENT, AND ADOPTION OF A FINANCE DEPARTMENT RECORD RETENTION POLICY • WHEREAS, The Finance Director has researched and inventoried certain stored documents maintained by the Revenue, Payroll, and Accounting Divisions of the Finance Department, and determined that many documents no longer serve a useful purpose, and are no longer required; and WHEREAS, The Finance Director has requested that the records described on attached Schedule A be authorized for destruction; and WHEREAS, The Finance Director has requested that the City Council of the City of Newport Beach approve the Records' Retention Policy attached hereto as Schedule B; and WHEREAS, The City Attorney has provided his written consent to the destruction of the records described in Schedule A. NOW, THEREFORE, the City Council of the City of Newport Beach hereby resolves as follows: 1. The Finance Director is authorized to destroy all City records, documents, instruments, books, or other documents under his charge as described and listed in Schedule A, attached hereto, and incorporated herein by reference; 2. The Financial Records' Retention Policy, attached hereto as Exhibit B, is hereby approved and adopted; 3. The destruction of all records pursuant to the Financial Records' Retention Policy shall be done in accordance with law. ADOPTED the 9th day of January , 1995. • Mayor ATTEST City Clerk wb \resol \desrcrds.res Schedule A • SCHEDULE OF RECORDS TO BE DESTROYED Bond Issue Records Prior to Jan 1964 State Gas Tax Project Records Prior to Jan 1974 County Gas Project Tax Records Prior to Jan 1974 Federal Grant Records Prior to Jan 1974 • Journal Vouchers Transportation Tax Records Prior to Jan 1974 Prior to Jan 1984 Sales Tax Records Prior to Jan 1984 City Investment Records Prior to Jan 1984 Equipment Ledgers Prior to Jan 1983 Accounts Receivable (General Invoices) Prior to Jan 1983 Damage to City Property Records Prior to Jan 1984 Accounts Payable Vouchers Prior to Jan 1986 Treasury Summaries Prior to Jan 1986 Cash Receipts & Deposit Records Prior to Jan 1986 Canceled Checks & Warrants Prior to Jan 1986 Bank Statements & Reconciliations Prior to Jan 1986 Warrant Registers Prior to Jan 1986 • Utility Bills Prior to Jan 1986 Work Orders & Job Costs Prior to Jan 1988 Labor Cost Distributions Prior to Jan 1988 Departmental Vouchers Prior to Jan 1988 Duplicate Warrant Copies Prior to Jan 1988 Ambulance Invoices Prior to Jan 1989 Business License Records (Inactive) Prior to Jan 1984 Parking Citation Records Prior to Jan 1989 General Correspondence Prior to Jan 1988 Budget Preparation Worksheets Prior to Jan 1988 Purchase Orders & Requisitions Prior to Jan 1990 Central Store Issue Records Prior to Jan 1990 Bicycle Licenses Prior to Jan 1991 Animal Licenses Prior to Jan 1991 Cash Register Receipt Tapes Prior to Jan 1991 Building Permit Cash Copies Prior to Jan 1991 Paid Water Bill Stubs Prior to Jan 1991 • Water Receipts Books Miscellaneous Receipts Books Prior to Jan 1991 Prior to Jan 1991 Employee Benefit Files Prior to Jan 1989 Vacation & Sick Leave Reports Prior to Jan 1989 Payroll - Supporting Payroll Worksheets Prior to Jan 1989 H Schedule B Proposed City Guidelines For Retention of Finance Department Records Employee Benefit Files Accounting Records Employee Vacation & Sick Leave Reports is Accounting Updates (Receipts /Bills) 3 years Employee Personnel Action Forms (Duplicate Copies) Accounts Receivable (General Invoices) 10 years 5 years Annual Financial Statements Permanent Payroll - Journals Bank Statements & Reconciliations 10 years Permanent • Expenditure/ Appropriation Ledgers (Summaries; Details) Permanent • Fixed Assets Records Permanent Permanent General Ledgers Permanent Payroll - W -4 Personnel File Journal Vouchers 20 years Journal Voucher Updates 3 years Purchase Orders & Requisitions 3 years Receipt Ledgers (Summaries; Details) Permanent Revenue Ledgers (Summaries; Details) Permanent Water Receipt Mail Updates 3 years Accounts Payable Records Accounts Payable Vouchers/ Duplicate Warrant Copies 10 years • Canceled Checks & Warrants 10 years Warrant Registers 10 years Administration Adopted Budgets Permanent Bond Issue Records 30 years Budget Preparation Worksheets 5 years General Correspondence 5 years Payroll Deductions Register 3 years Employee Benefit Files 5 years Employee Vacation & Sick Leave Reports 5 years Employee Paid Leave 3 years Employee Personnel Action Forms (Duplicate Copies) 2 years Labor Cost Distributions 5 years Payroll - Employee Files Permanent Payroll - Journals Permanent Payroll - PERS Journal Permanent • Payroll - Supporting Worksheets 5 years Payroll - Summary Distribution 3 years Payroll - Timesheets & Timecards Permanent Payroll - W -2 Permanent Payroll - W -4 Personnel File Permanent r Schedule B • Page Two Revenue Accounts Receivable (General Invoices) • Building Permit Cash Copies Business License Cash Copies Business License Records (Active) Business License Records (Inactive) Property Tax & Assessment Records Parking Citation Records Sales Tax Records Utility Bills Treasury Cash Receipts & Deposit Records Cash Register Receipt Tapes • City Investment Records Daily Cash Summaries Miscellaneous Receipts Books Water Bill (Paid) Stubs Water Receipt Books Warehouse Central Store Issue Records Is 10 years 3 years 3 years 10 years 10 years Permanent 5 years 10 years 7 years 10 years 3 years 10 years 10 years 3 years 3 years 3 years 3 years