HomeMy WebLinkAbout5-06-2020 Finance Records Destruction - Accounts Payable, receivable, misc, payroll, utility billing, reportsFinance Department
990 Palm Street, San Luis Obispo, CA 93401-3218
805.781 .71 30
slocity.org
MEMORANDUM
DATE: 4/21/2020
TO: Brigitte Elke
Christine Dietrick
Teresa Purrington
From: Serenity Whorley
Subject: REQUEST FOR RECORDS DESTRUCTION
On April 24, 2001 the City Council adopted Resolution No. 9174 establishing a Records Retention Policy
and Schedule. In accordance with that policy and schedule, certain records have been identified as
eligible for destruction. A listing of those records and relevant sections from the records retention
schedule are attached.
As of the date of this Memorandum, One Hundred and Forty -Three (143) boxes of records were
identified as exceeding the retention requirements and, as such are being prepared for destruction. The
method of destruction will be via shredding and recycling. Indices of this information are retained
electronically in our Records Management System. No records will be destroyed prior to the approved
retention period. We will begin destroying the records upon receiving your written authorization below.
Please sign below indicating your approval
destruction of the attached listing of records.
CERTIFICATE OF DESTRUCTION
I, Serenity Whorley, certify that the records listed above were properly disposed of on
Signature
Original: City Clerk's Office
Copy: Finance Department
Attachments:
1. List of records to be destroyed
2. Relevant sections of the records retention schedule
f. �UOUTORM
� III
,0 28135
Document Storage, RsMaval & Management Professionals
CE;RTIIi'I CATS :;:<OF`:: llSTRU.T`X�N
COMPANY NAME : oeSL(J) — P"% YAkW ACCT #: c r
ADDRESS'. DATE ; (,, ��C TIME:
The DocuTeam is a member of the National Association For Information Destruction (NAID), and follows the guidelines and
policies established by MAID. This Certificate of Destruction certifies the complete destruction and recycle of all materials.
NOTES: 0(0 --7 Q,� 3�
Non-NAID Certified
CONTAINER TYPE FILE BOX BANKER 35 GAL. 64 GAL. LARGE CAB MED. CAB MAG.MEDIA OTHER
BOX
QUANTITY I �7
DESTROYED Y !�
THE DOCUT k1THORIZE❑
EMPLOYEE5;4e�IGNATURE
PRINTED NAME:
140 Hind Lane I San Luis Obispo I California 93401 1 Phone 005,544.0440 1 Fax 805.544.0858 I www.thedocuteam.com
Whorley, Serenity
From: Whorley, Serenity
Sent: Wednesday, April 29, 2020 5:05 PM
To: Abi Ellis
Subject: RE: BOXES FOR DESTRUCTION
Hi Abi,
I apologize for the delay. Please do not destroy box 180201. Boxes 132724, 072189 and 180211 can be destroyed.
Thank you,
Serenity Whorley
Administrative Assistant
s�li�dCITY
trriy �4
Finance
990 Palm, San Luis Obispo, CA 93401-3249
E swhorley@slocity.org
T 805.781.7521
slocity.org
From: Abi Ellis <aellis@thedocuteam.com>
Sent: Wednesday, April 29, 2020 1:05 PM
To: Whorley, Serenity <swhorley@slocity.org>
Subject: BOXES FOR DESTRUCTION
Hi Serenity
We processed the work order for destruction and came across four of the boxes that have a 'perm' flag in our system.
This means that you guys originally put them into to storage with a note to not destroy them. We just need verbal (or
email in this case) approval that we can override that. The barcodes for those are 180201, 132724, 072189 and 180211.
Please let me know if these are still okay to destroy, given the above.
Let me know if you have any questions.
,Nbi C-IH6
ThQ VoeuT¢am
140 `Lund Lamz
San Luiz Obi6po, C19 93401
P: (805) 544--0440
f: (805) 544-0858
Whorley, Serenity
From: Malicoat, Debbie
Sent: Wednesday, April 29, 2020 5:01 PM
To: Whorley, Serenity
Subject: RE: Confirmation on destruction of boxes
The only one that concerns me is the first one and the "Final Fin Plan" notation.... because Financial Plans (Budgets) are
permanent records.
The others are clearly not permanent, if they really do contain what is described on the document (and I have no reason
to think that they don't contain exactly that).
So, I would say yes to destroying the 132724, 072189 and 180211 boxes. But maybe we should take a look at 180201
before we make a final determination on that one.
Thanks so much!!!
Debbie
From: Whorley, Serenity <swhorley@slocity.org>
Sent: Wednesday, April 29, 2020 3:20 PM
To: Malicoat, Debbie <dmalicoa@slocity.org>
Subject: Confirmation on destruction of boxes
Hi Debbie,
I sent off a request to DocuTeam to destroy a good portion of boxes we have stored and they sent me an email
confirming that we want the boxes below destroyed. Apparently the boxes are labeled as 'permanent' at the
warehouse, but not labeled as such on our spreadsheet. The documents are working documents from financial plans
and CAFRs that are all well over 10 years old. Can you please confirm that I have the go ahead to destroy the boxes? I've
attached a copy of our retention policy as well if you would like to refer to it, there is no section that speaks on working
docs for financial plans or CAFRs.
A b L
I
STATUS
BAR{COLJ
DESCRIPTION
3
In
190201
FINANCIAL RPT BUDGET BACKUP DOGS 5 YR FORECAST SIGN OPS PROGRAM CIP APPENDIX FINAL
0
In
132724
FINANCIAL PLAN WORK PAPERS
30
In
072189
Adman. CAFR working papers
)3F
In
190211
CAFRW' ORKPAPERS
IS!
Thank you,
Serenity Whorley
Administrative Assistant
CITYOF
SHR LUIS OBISPO
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Finance
990 Palm, San Luis Obispo, CA 93401-3249
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Document Management, Storage, & Shredding
4/29/2020 9:38 AM
STORAGE DESTRUCTION PREWORKORDEF I I��III ��III I�II� II�II IIIII IIII� IIIII �II�� IIII I��I
Other service type
City of SLO-Finance
No. 00289353 4/29/2020 9:36 AM
990 Palm St.
Acct: 0066
San Luis Obispo, CA 93401
Acct PO#: 53157
CONTACT: Serenity Whorley
Service Date: 4/29/2020
PHONE: (805) 781-7521
Auth: Elke, Brigitte
Route: P-DWNTOWN
Location
Container
Alternate Code Requestor\Cost Center
Building: 1 Floor: 1
1-1-01-000-6-2
270524
SERENITY WHORLEY\
1-1-01-000-7-7
270525
SERENITY WHORLEY\
1-1-01-005-4-1
270521
SERENITY WHORLEY\
1-1-01-005-6-7
180202
SERENITY WHORLEY\
1-1-01-006-6-4
270528
SERENITY WHORLEY\
1-1-01 006 6-6
270522
SERENITY WHORLEY\
270527
SERENITY WHORLEY\
1-1-01-011-3-3
270529
SERENITY WHORLEY\
1-1-01-012-2-4
268306
SERENITY WHORLEY\
1-1-02-005-7-4
182178
SERENITY WHORLEY\
1-1-03-001-1-5
180199
SERENITY WHORLEY\
1-1-03-002-2-6
180203
SERENITY WHORLEY\
1-1-03-002-3-6
180177
SERENITY WHORLEY\
1-1-04-000-4-A
180210
SERENITY WHORLEY\
1-1-04-001-3-7
167442
SERENITY WHORLEY\
1-1-04-002-7-7
152925
SERENITY WHORLEY\
1-1-04-004-6-6
218547
SERENITY WHORLEY\
1-1-04-005-5-4
218550
SERENITY WHORLEY\
1-1-04-010-3-1
180211
SERENITY WHORLEY\
1-1-05-005-7-4
218546
SERENITY WHORLEY\
218553
SERENITY WHORLEY\
1-1-05-005-7-8
218545
SERENITY WHORLEY\
1-1-08-009-1-2
218610
SERENITY WHORLEY\
1-1-08-009-1-8
218594
SERENITY WHORLEY\
1-1-08-010-2-1
218597
SERENITY WHORLEY\
218605
SERENITY WHORLEY\
218607
SERENITY WHORLEY\
1-1-08-010-2-2
218601
SERENITY WHORLEY\
1-1-08-010-2-3
218598
SERENITY WHORLEY\
1-1-08-010-2-4
218599
SERENITY WHORLEY\
1-1-08-010-3-1
218630
SERENITY WHORLEY\
1-1-08-010-3-2
218623
SERENITY WHORLEY\
1-1-08-010-3-3
218627
SERENITY WHORLEY\
218638
SERENITY WHORLEY\
218647
SERENITY WHORLEY\
1-1-08-010-4-2
218571
SERENITY WHORLEY\
218573
SERENITY WHORLEY\
1-1-08-010-4-3
218569
SERENITY WHORLEY\
1-1-08-010-4-5
218576
SERENITY WHORLEY\
1-1-08-010-4-6
218588
SERENITY WHORLEY\
1-1-08-010-4-7
218641
SERENITY WHORLEY\
1-1-10-00B-3-8
034958
SERENITY WHORLEY\
1-1-10-010-7-1
163768
SERENITY WHORLEY\
1-1-11-007-5-4
035087
SERENITY WHORLEY\
1-1-11-009-5-5
108309
SERENITY WHORLEY\
1-1-13-006-6-5
180201
SERENITY WHORLEY\
1-1-13-009-3-4
253010
SERENITY WHORLEY\
1-1-14-002-3-3
034959
SERENITY WHORLEY\
1-1-14-005-6-2
072189
SERENITY WHORLEY\
1-1-14-006-6-4
253007
SERENITY WHORLEY\
1-1-14-008-4-8
253011
SERENITY WHORLEY\
1-1-14-008-5-7
253008
SERENITY WHORLEY\
1-1-14-010-2-8
253016
SERENITY WHORLEY\
1-1-14-010-7-6
253012
SERENITY WHORLEY\
Building: 3 Floor: 1
3-1-00-007-3-6
160314
SERENITY WHORLEY\
3-1-01-003-4-2
136841
SERENITY WHORLEY\
3-1-01-004-4-1
136857
SERENITY WHORLEY\
3-1-01-004-4-2
136842
SERENITY WHORLEY\
3-1-02-007-4-8
145719
SERENITY WHORLEY\
3-1-03-000-4-1
132724
SERENITY WHORLEY\
3-1-03-OOB-4-7
258877
Description: REFUND PAYMENTS
SERENITY WHORLEY\
3-1-04-001-2-0
173699
SERENITY WHORLEY\
3-1-04-001-3-5
167519
SERENITY WHORLEY\
3-1-04-002-5-6
253013
SERENITY WHORLEY\
3-1-04-OOB-1-3
254808
SERENITY WHORLEY\
254811
SERENITY WHORLEY\
254812
SERENITY WHORLEY\
254814
SERENITY WHORLEY\
254816
SERENITY WHORLEY\
3-1-04-OOB-1-4
254805
SERENITY WHORLEY\
254807
SERENITY WHORLEY\
254809
SERENITY WHORLEY\
Page 1
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Te
Document Management, Storage, & Shredding
4/29/2020 9:38 AM STORAGE DESTRUCTION PREWORKORDER
Other service type
City of SLO-Finance No. 00289353 4/29/2020 9:36 AM
990 Palm St. Acct: 0066
San Luis Obispo, CA 93401 Acct PO#: 53157
CONTACT: Serenity Whorley Service Date: 4/29/2020
PHONE: (805) 781-7521 Auth: Elke, Brigitte
Route: P-DWNTOWN
Location
Container
Alternate Code Requestor\Cost Center
254813
SERENITY WHORLEY\
254815
SERENITY WHORLEY\
3-1-04-OOB-1-5
254806
SERENITY WHORLEY\
254810
SERENITY WHORLEY\
3-1-05-001-3-4
121725
SERENITY WHORLEY\
3-1-05-001-5-7
167517
SERENITY WHORLEY\
3-1-05-002-1-1
167518
SERENITY WHORLEY\
3-1-05-003-4-4
167527
SERENITY WHORLEY\
3-1-05-006-1-2
145755
SERENITY WHORLEY\
3-1-05-007-3-4
145741
SERENITY WHORLEY\
3-1-05-011-5-1
274914
SERENITY WHORLEY\
3-1-05-011-5-2
253014
SERENITY WHORLEY\
253015
SERENITY WHORLEY\
3-1-06-004-5-7
213605
SERENITY WHORLEY\
3-1-06-005-4-8
213597
SERENITY WHORLEY\
3-1-07-005-6-2
213591
SERENITY WHORLEY\
3-1-07-008-2-4
244637
SERENITY WHORLEY\
3-1-07-008-2-5
244640
SERENITY WHORLEY\
3-1-07-008-2-6
244654
SERENITY WHORLEY\
3-1-07-008-2-7
244655
SERENITY WHORLEY\
3-1-07-008-2-9
244639
SERENITY WHORLEY\
244648
SERENITY WHORLEY\
244649
SERENITY WHORLEY\
3-1-08-007-5-6
160360
SERENITY WHORLEY\
3-1-08-007-5-8
160363
SERENITY WHORLEY\
3-1-08-007-5-9
160349
SERENITY WHORLEY\
160375
SERENITY WHORLEY\
3-1-08-008-5-1
160348
SERENITY WHORLEY\
160362
SERENITY WHORLEY\
3-1-08-008-5-2
160321
SERENITY WHORLEY\
160334
SERENITY WHORLEY\
160341
SERENITY WHORLEY\
t60344
SERENITY WHORLEY\
160368
SERENITY WHORLEY\
160371
SERENITY WHORLEY\
3-1-08-008-5-3
160338
SERENITY WHORLEY\
160347
SERENITY WHORLEY\
160367
SERENITY WHORLEY\
160369
SERENITY WHORLEY\
160379
SERENITY WHORLEY\
160386
SERENITY WHORLEY\
3-1-08-008-5-4
160313
SERENITY WHORLEY\
160336
SERENITY WHORLEY\
160358
SERENITY WHORLEY\
160376
SERENITY WHORLEY\
160381
SERENITY WHORLEY\
160383
SERENITY WHORLEY\
160384
SERENITY WHORLEY\
3-1-08-008-5-5
160312
SERENITY WHORLEY\
160317
SERENITY WHORLEY\
160329
SERENITY WHORLEY\
160372
SERENITY WHORLEY\
3-1-08-008-5-6
160319
SERENITY WHORLEY\
160320
SERENITY WHORLEY\
3-1-08-008-5-7
160325
SERENITY WHORLEY\
160326
SERENITY WHORLEY\
3-1-08-OOB-1-2
239034
SERENITY WHORLEY\
3-1-08-OOB-1-3
239025
SERENITY WHORLEY\
239061
SERENITY WHORLEY\
3-1-08-OOB-1-7
239031
SERENITY WHORLEY\
239040
SERENITY WHORLEY\
3-1-09-007-5-9
160351
SERENITY WHORLEY\
3-1-10-006-5-1
265917
SERENITY WHORLEY\
3-1-10-006-5-3
265912
SERENITY WHORLEY\
265913
SERENITY WHORLEY\
3-1-10-006-5-4
265911
SERENITY WHORLEY\
265929
SERENITY WHORLEY\
3-1-10-006-5-5
265923
Description; UTILITY
BILLING
SERENITY WHORLEY\
3-1-10-006-5-8
265935
SERENITY WHORLEY\
3-1-10-006-6-1
265902
SERENITY WHORLEY\
3-1-10-006-6-2
265910
SERENITY WHORLEY\
Page 2
WORKORDER SUMMARY
Total Storage Destruction Items
0
1
eocuTeam
Document Management, Storage, & Shredding
4/29/2020 9:38 AM
STORAGE DESTRUCTION PREWORKORDER
Other service type
City of SLO-Finance
No. 00289353 4/29/2020 9:36 AM
990 Palm St.
Acct: 0066
San Luis Obispo, CA 93401
Acct PO#: 53157
CONTACT: Serenity Whorley
Service Date: 4/29/2020
PHONE: (805) 781-7521
Auth: Elke, Brigitte
Route: P-DWNTOWN
Page 3
The DocuTeam
City of SLO kt12