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HomeMy WebLinkAboutClerk - 2010 AB Quarterly Meetings with the Mayor Original: City Clerk’s Office Original: City Clerk’s Office CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE RECORD TITLECODE SECTION TOTALOFFICE RESPONSIBLE RETENTIONFOR RETENTION ANDREMARKS DISPOSITION OF RECORD PERIOD Annual Advisory Body Recognition5ClerkGC34090 Miscellaneous/Ad Hoc Advisory BodiesGC34090 CU+5Clerk Quarterly Advisory Body Chair Meetings with Mayor Quarterly Advisory Body Chair Meetings with Mayor55ClerkClerkGC34090GC34090 400 FINANCIAL AND FISCAL 401 ACCOUNTS PAYABLE Accounts Payable ReportsGC34090 AU+5Finance & IT Accounts Payable Supporting Docs (voucher, invoice, PO)GC34090 AU+5Finance & IT Bank StatementsGC34090 AU+5Finance & IT Tax Reports (1099 Tax Info/Returns)AU+11Finance & IT41CFR50-201.501 402ACCOUNTS RECEIVABLE Assessment Pay-offsAU+4Finance & ITGC34090(c) Business Tax Customer FilesGC34090(c) / SLOMC3.01.501(B) AU+4Finance & IT Cash ReceiptsAU+4Finance & ITGC34090(c) Credit Bureau AdjustmentsAU+4Finance & ITGC34090(c) InvoicesGC34090(c) AU+4Finance & IT Journal EntriesAU+4Finance & ITGC34090(c) RefundsAU+4Finance & ITGC34090(c) Revenue BackupGC34090(c) / SLOMC3.16.190 / SLOMC3.04.110 AU+4Finance & IT Transient Occupancy TaxAU+4Finance & ITGC34090(c) 403 MISCELLANEOUS Budget Amendment Request (BAR)AU+4Finance & ITGC34090 Checks, CanceledGC34090(c) / CCP337 AU+6Finance & IT General CorrespondenceAU+4Finance & ITGC34090 406PAYROLL Payroll ChargesAU+4Finance & ITGC34090(c) / CFR516.2 Payroll ReportsGC34090(c) AU+10Finance & IT Tax ReportsGC34090(c) / CFR516.2 AU+11Finance & IT Time SheetsAU+4Finance & ITGC34090(c) / CFR516.2 408 GRANTS Community Development Block Grants (CDBG)T+4Planning24CFR570.502 GC34090 Federal Grants, including FEMA / Other Emergencies (Applicants, CL+5Various reports, contracts, supporting documents) Grants-in-aid (Applicants, reports, contracts, supporting documents)CL+5VariousGC34090 State Grants (Applicants, reports, contracts, supporting documents)CL+5VariousGC34090 411 UTILITY BILLING Credit Bureau AssignmentsGC34090(c) AU+4Finance & IT Meter ReadsAU+4Finance & ITGC34090(c) Payment Stubs & TapesAU+2Finance & ITGC34090(d) Purge TapesGC34090(c) AU+4Finance & IT RefundsAU+4Finance & ITGC34090(c) Service RequestsGC34090(c) AU+4Finance & IT Utility Billing RegisterGC34090(c) AU+4Finance & IT 412 FINANCIAL REPORTS Audited Financial StatementsPFinance & ITGC34090(c) Bonds Payable and Other Long-Term IndebtednessT+3Finance & ITGC34090(c) / CCP337.5 / GC53921 Budget Document (Financial Plan)GC34090(c) PFinance & IT AE=After Expiration AU=Audit CL=Closed/Completed CU=Current D/R=Destroy when no longer relevant E=After Election P=Permanent S=Superceded T=Terminated