HomeMy WebLinkAbout11-22-2019 Records Destruction PD 2013-2019 Grants�rS
Police Department
1042 Walnut Street, San Luis Obispo, CA 93401-2729
805.781,7317
slocity.ory
DATE: October 25, 2019
TO: Deanna Cantrell, Chief of Police
Christine Dietrick, City Attorney
FROM: Melissa Ellsworth, Senior Administrative Analyst
SUBJECT: REQUEST FOR RECORDS DESTRUCTION
On April 24, 2001, the City Council adopted a Resolution No. 9174 establishing a Records Retention
Policy and Schedule. In accordance with that policy and schedule, certain records have bene
identified as eligible for destruction. A listing of those records are relevant sections from the
records retention schedule are attached.
The method of destruction will be by shredding and recycling. No records will be destroyed prior to
the approved retention period. We will destroy the records upon receiving your written
authorization below.
Please sign indicating your approval for the destruction of the attached listed
Deanna Cantrell
Chief of Police
Stine Dietrick
ity Attorney
I, Melissa Ellsworth, do hereby certify that the records listed on the attached were properly
disposed of on:
112-2-111
Date
Original: City Clerk's Office
Copy: Department
Attachments:
1. List of records for destruction
2. Relevant sections of the records retention schedule
Attachment 1
RECORDS FOR DESTRUCTION
Department
Year Grant
Closed Out
Destroy Year
(CL + 5 years)
Title
Police
2013
2018
Office of Traffic Safety
+e e,
Police
2013
2018
Edward Byrne Memorial JAG
i
n+
Police
2007
_
2012
Office pf Traffic Safety
'h vt+
Police
2014
2019
0 'ce of Traffic Safety
CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE
RECORD TITLE
TOTAL
OFFICE RESPONSIBLE
CODE SECT10N - —
RETENTION _
FOR RETENTION AND
- REMARKS -
_ _
P_ ERIOD_
DISPQSITiON OF RECOREI
—
Annual Advisory Body Recognition
_ 5
Clerk
_
GC34090
MiscellaneouslAd Hoc Advisory Bodies
66*5
Clerk
GC34090 -
QuarterlYAdvisoryBody Chair Meetings 4th Mayor
5
Clerk
ZZ34090
400 FINANCIAL AND FISCAL
401 ACCOUNTS PAYABLE
Accounts Payable Reports
_ AU+5
Finance & IT
G034090
Accounts Payable Supporting Docs (voucher, invoice,
-
PO) AU*5
Finance & IT
dd34090
Bank Statements
RU+5
Frnance& IT
GC34i190 -
Tax Reports 0099 Tax Irild Retums)
ALF+11
Finance $ IT
41CFFt50-201.501 —
402 ACCOUNTS RECEIVABLE
A55es5rnea4 �yte-ft
AU+4
Finance & IT
c
Business Tax Custorner Files
AU+4
-- ___ Finance & IT
tISLDAAC3.01,r5atiB]
Cash Receipts _
AU
Finance & IT
GC34090) -
Credil Bureau Adjustments
ALI ,
i
Finance & IT -
-GC3409Q(C - -
Invoices_ _
_ q�
Finance & IT
-
PGC34090(C)..
Journal Entries
_ T
AU+4
- Finance & IT
!GC3o090(SI
Refunds
- AU+4--
Finance & IT -
IGC34090(c)
-Revenue Backup
AU+4-
Finance & IT
_&
5C39D90(e)1SLOMC3.16. f90 13LLOfI11C3.04.110
Transient Occupancy Tax
— - _AU+4
Finance IT
GC34Qgp[ - -
403 MISCELLANEOUS
_BudgetAmendment Ree uest (BAR
AU+4_
Finance & IT
GC34090
Checks, Canceled _
f AU+6
Finance & IT
GC34090(c) I CCP337
_ General Correspondence
AU-4
Finance & IT
_
-GC34090
406 PAYROLL
Payroll -Charges
AU+4
Finance & IT
GC34 C I CFR5162
Payroll Reports
.4U-1G
Finance & IT
GC34t390(Cj
Tax Re s
U*11
Finance & IT
GC34096 a /CFR51&.2
Time Sheets
AU *4
Finance & IT
GC34090(o) I CFR5162
408 GRANTS
Community Development Biotic Grants (CDBG)
T-4
Planning
24CFR570.502
Federal Grants, Including FEMA 1 Other Emergenciift {Applicants, -joll
CL-5 i
Various
GC34090 - - -
reports cnntrarls, supportlnp dvp�FnEnns�
t
Grants-in-aid (Applicants, reports. contracts, supporting documents) f
CL+5,
Various
GC3409D
Stale Grants (Appkarits, reports. contracts, supporting docurr.•ertmi-w-
CL+51
Various
- GC34W - --
411 UTILITY BILLING
Credit Bureau Assignm_ ents
AU•4
Finance & IT
GC34D00tcl
Meter Reads
A114
Finance & IT
-
GC3m9 ;j
Payment Stubs & Tapes
AL�e
Finance & IT
- -
Purge Tapes _ _
AU+44_
Finance 8 fT
GC34090(c)
_
Refunds
AU+a
Finance & IT
GC34OW(aq— y
Service RNuests
_AU
Finance & IT
GC34t�0[c)
Utility Billing Register -
At1+4
Finance & IT
GC34M(e)
412 FINANCIAL REPORTS
Audited Finarlcial Statements _
P _
Finance & IT
GC34Sc)
Bonds Payable and Gl;ter Lw+g Term Indebtedness
_ T+3
Finance & IT
�_.- - _
GC34090(c) I1 C0337.51 GC53921
_
Suoge4 Document Financial Plan) T
P
% & IT .
GC3M(c)
AE=After Expiration AU=Audit CL=CIozediCompleted CU=Current DIR=Destroy when
no longer relevant E=After Election P=Permanent
S=Superceded T=Terminated
20