HomeMy WebLinkAbout95-1 - 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
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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