HomeMy WebLinkAboutCertificates of Destructionm em oRAn o um
city of san Luis owspo, packs ana RecReation 6epautmEnt
May 13, 2003 — Second review
FROM: Cindy McDonald
SUBJECT: Records for Destruction per our Records Retention Plan
All,
Please initial if you agree to the destruction of the following documents. If you want
certain files saved, please indicate why, for how long, and your initials.
Please forward onto the next person available.
LeSage
Bunte
4y
Goossens
Mills �n;,� .
Bremer
7�
Diffenderfer
Fitzgerald
Ogden
Perrin
IK5
Salyer
Adler
McDonald
LAST
RECORDS SCHEDULED FOR DESTRUCTION IN 2003
• File 1
G
raw
• Box V
C::::Z
• Box X
Contract Instructors 1998
Waivers 1998
Facility Use Receipts 1999
Contract Classes 1998
Terminated Employee Files 1996, 1997, 1998
Scholarship Applications 1998, 1999 ,
Special Event Applications 1998 A
Invoices SLOCUSD 1998
Class Instructor / Class Proposals 1998
SLO Soccer Misc. 1997
SLO Soccer Waivers 1997
Pottery Class Agreement 1992
Softball & Basketball Score Books 1999
Special Events Application 1997 Pf, t Jt t
Facility Use Permits 1997, 1998
Library & Park Use Permits 1997, 1998
List of Files To Be Destroyed -- January 2004
701-05 Certificates of Posting 1997-2000
701-14 Public Hearing Notifications 1997-1998
104-06 Public Records Request 2000-2001
301-11 Public Comment Speaker Slips 2000-2001
701-07 Affidavits of Publication through 1996-1998
Incoming Council Correspondence 2000-2001
Outgoing Council Correspondence 2000 — Romero
Outgoing Council Correspondence 2000-2001 — Settle
Outgoing Council Correspondence 2000-2001 — Ewan
Outgoing Council Correspondence 2001 — Mulholland
Outgoing Council Correspondence 2000-2001 — Schwartz
Outgoing Council Correspondence 2000- 2001 — Marx
301-15 Hot File Council Correspondence w/ Direction to Staff 2001
707-04 Statements of Economic Interest 1994 — 1996 City Code Filers
707-04 Statements of Economic Interest through 1996 —
Gov. Code Filer Gilbert Hoffman, Planning Commission
Statements of Economic Interest through 1996 —
Gov. Code Filer Brett Cross, Planning Commission
Tape Destruction List
Commission Meeting Date Tape Number
VIDEOTAPES
Planning Commission
1/22/03
1 of 1
Planning Commission
2/12/03
1 of 2
Planning Commission
2/12/03
2 of 2
Planning Commission
2/26/03
1 of 2
Plannin Commission
2/26/03
2 of 2
Planning Commission
3/12/03
1 of 1
Planning Commission
3/26/03
1 of 1
Planning Commission
4/9/03
1 of 2
Planning Commission
4/9/03
2 of 2
Planning Commission
4/23/03
1 of 2
Planning Commission
4/23/03
2 of 2
Planning Commission
5/14/03
1 of 1
Planning Commission
5/28/03
1 of 1
Planning Commission
6/11/03
1 of 1
Planning Commission
6/25/03
1 of 1
City Council
1/7/03
1 of 2
City Council
1/7/03
2 of 2
Citv Council
1/21/03
1 of 2
City Council
1/21/03
2 of 2
City Council
1/30/03
1 of 1
City Council
2/4/03
1 of 2
City Council
2/4/03
1 2 of 2
Page 1 of 2
Tape Destruction List
City Council
2/18/03
1 of 2
City Council
2/18/03
2 of 2
City Council
3/4/03
1 of 1
City Council
3/18/03
1 of 2
City Council
3/18/03
2 of 2
City Council
4/1/03
1 of 2
City Council
4/1/03
2 of 2
City Council
4/10/03
1 of 2
City Council
4/10/03
2 of 2
City Council
4/15/03
1 of 3
Gity Council
4/15/03
2 of 3
City Council
4/15/03
3 of 3
City Council
5/6/03
1 of 2
City Council
5/6/03
2 of 2
City Council
5/20/03
1 of 2
City Council
5/20/03
2 of 2
City Council
5/22/03
1 of 2
City Council
5/22/03
2 of 2
City Council
5/27/03
1 of 1
City Council
5/29/03
1 of 1
Council
6/3/03
1 of 2
-City
City Council
6/3/03
2 of 2
City Council
6/17/03
1 of 2
City Council
6/17/03
2 of 2
AUDIOTAPES
City Council 2001 All Audiota es
Page 2 of 2
Tape Destruction List
A Memorandum
�r�s oe�va
"Service, Pride, Integrity"
December 15, 2003
To: Deborah E. Linden, Chief of Police
Jonathan Lowell, City Attorney
From: Sharon Olson, Administrative Assistant
Subject: REQUEST FOR RECORDS DESTRUCTION
city of san Luis o$ispo
Police Department
1042 Walnut
SLO, CA 93401
(805) 781-7317
On April 24, 2001, the City Council adopted a Records Retention Policy and Schedule. In accordance
with that policy and schedule, certain records have been identified as eligible for destruction.
The method of destruction will be by shredding and recycling. We will begin shredding the second
week in January 2004. No records will be destroyed prior to the approved retention period. The records
to be destroyed include:
Administrative/Internal Investigations
Background Investigations —Resigned or Terminated
Background Investigations — Not Hired
Employee Training Records — Resigned or Terminated
News Releases
Council Agenda Report Copies
CAO Report Copies
Correspondence
Agreements & Contracts — Expired
1998 (Closed + 5 years)
1998 (Terminated + 5 years)
2003 (Closed + 2 years)
1998 (Terminated + 5 years)
1998 (5 years)
1995-1998 (Clerk is Office of Record)
1990-1995 (Clerk is Office of Record)
1983-1998 (5 years)
1998 (5 years after expiration)
Please sign below indicating your approval for the destruction o the above listed records.
Deborah E. Linden Jo an Lowell
Chief of Police City Attorney
CERTIFICATION OF DESTRUCTION
I certify that the records listed above were properly disposed of on O l l� Vo y
Sharon L. Olson
Administrative Assistance
Department of Human Resources
Memondum
DATE: June 4, 2003
TO: Jonathan Lowell, City Attorney
VIA: Jill Sylvain, Human Resources Analyst ID,
FROM: Mary Kopecky, Human Resources Executive Assistant
SUBJECT: Destruction of Records for the Human Resources Department
Eleven boxes of Human Resources records have exceeded the retention requirements
and, as such, are being prepared for destruction (see attached list). The method of
destruction will be via a recycling service after the non -recyclable materials (paper
clips, metal prongs, rubber bands, etc.) are removed from the files. The cost of this
service will be approximately $3.00 per box or $33.00. Human Resources
department plans to schedule the recycler during the first two weeks of July 2003.
Please sign below indicating your approval for the destruction of the attached listing
of records.
Jill ylv-
Acti H an R urces Director
CERTIFICATE OF DESTRUCTION
'JOn ATS an Lowell
City Attorney
I, Mary Kopecky, do hereby certify that the records listed on the attached sheet were
properly disposed of on Y
Mary Ko;pec4c
Human Resources Executive Assistant
990 Palm Street
San Luis Obispo, CA 93401-3249
805!181-7250 FAX: 805/542-9867
E-mail: employment@dsan-luis-obispoxams
Destruction of Hunian Resource. Records
June 4, 2003
Box 95:
HRC Grants -In -Aid 1997-1998 Destruction Date 1/1/03
Box131:
1997 Recreation Temps Terminate — Destruction Date 1/1/03
Box 149:
- Recruitments —Destruction Date: 1/1/03
Box 150:
- Recruitments — Destruction Date: 1/1/03
Box 151:
- Recruitments — Destruction Date: 1/1/03
Box 152:
- Recruitments — Destruction Date: 1/1/03
Box 153:
- Recruitments — Destruction Date: 7/1/03
Box 154:
- Recruitments — Destruction Date: 7/1/03
Box 155:
- Recruitments — Destruction Date: 7/1/03
1997 Terminated Employees A -Z:
- Destruction Date: 1/1/03
1995 Closed Claims:
Destruction Date: 1/1/03
Page 2
city clerk memorandum
June 30, 2003
TO: Lee Price, City Clerk
Jonathan Lowell, City Attorney
FROM: Diane Reynolds, City Clerk Admin. Asst.
SUBJECT: REQUEST FOR RECORDS DESTRUCTION AND CERTIFICATE OF
DESTRUCTION
On April 24, 2001 the City Council adopted a Records Retention Schedule. In accordance with
that schedule, certain records have been identified as eligible for destruction. A list of City
Council and Planning Commission meeting videotapes to be erased is attached. The videotapes
will be given to the cablecast operator to erase and then reuse for future Council and Planning
Commission meetings.
Please sign belowlindi4ting your approval for the destruction of the attached list of videotapes.
Lee P ice, C.M.C. `r -3o athan Lowell
City Clerk City Attorney
CERTIFICATE OF DESTRUCTION
I, Diane Reynolds, do hereby certify that the records listed on the attached were properly
disposed of on June 30, 2003.
r
Original: City Clerk
Copy: Diane Stuart, Com. Dev.
Tape Destruction List
Commission Meeting Date Tape Number
Planning Commission
9/11/02
1 of 2
Planninu Commission
9/11/02
2 of 2
Planning Commission
9/25/02
1 of 2
Planning Commission
9/25/02
2 of 2
Planning Commission
10/9/02
1 of 1
Planning Commission
10/23/02
1 of 1
City Council
10/1/02
1 of 2
City Council
10/1/02
2 of 2
Planning Commission & ARC
11/13/02
1 of 2
Planning Commission
11/13/02
1 of 2
Planning Commission
11/13/02
2 of 2
Planning Commission
11/6/02
1 of 1
Planning Commission
12/4/02
1 of 1
Planning Commission
12/18/02
1 of 1
Planning Commission
8/14/02
1 of 2
Planning Commission
8/14/02
2 of 2
Planning Commission
8/28/02
1 of 1
Planning Commission
6/26/02
1 of 1
Planning Commission
7/10/02
1 of 2
Planninu Commission
7/10/02
2 of 2
Planning Commission
8/7/02
1 of 2
Planning Commission
8/7/02
2 of 2
Planning Commission
7/24/02
1 of 2
Page 1 of 2
Tape Destruction List
Planning Commission
7/24/02
2 of 2
City Council
11/12/02
1 of 2
City Council
11/12/02
2 of 2
City Council
10/15/02
1 of 1
City Council
12/1002
1 of 2
City Council
12/10/02
2 of 2
City Council Budget Workshop
11/15/02
1
City Council Budget Workshop
11/15/02
2
City Council
11/19/02
1
City Council
12/3/02
1 of 2
City Council
12/3/02
2 of 2
City Council
7/2/02
1 of 2
City Council
7/2/02
2 of 2
City Council
7/16/02
1 of 2
City Council
7/16/02
2 of 2
City Council
8/1/02
1 of 1
City Council
9/3/02
1 of 2
City Council
9/3/02
2 of 2
City Council
8/17/02
2 of 2
City Council
11/19/02
2
City Council
12/17/02
1 of 2
City Council
12/17/02
2 of 2
Page 2 of 2
Tape Destruction List
May 13, 2003
To: Wolfgang Knabe, Fire Chief
Jonathan Lowell, City Attorney
From: Linda Kirby, Administrative Assistantyx
Subject: REQUEST FOR RECORDS DESTRUCTION
In accordance with the City of San Luis Obispo Records Retention Policy and Schedule adopted by the
City Council April 24, 2001, certain records have been identified as eligible for destruction. A listing of
those records is below.
Medical and Liability Release Forms 1995-1998
These records will be shredded on site at the Fire Department by Direct Shred (805-736-0922) then
recycled.
Please sign below indicating your approval for the destruction of the aforementioned records.
-/09(/
Wolfgang knabe, Fire Chief
nathan Lowell, City Attorney
CERTIFICATE OF DESTRUCTION
I, Linda Kirby do4ereby certify that the records listed on the attached were properly disposed of
on .�9®t7 3
(date)
Signature
Original: City Clerk
Copy: Department
03/14/2003 14:49 8055440858 THE DOCUTEAM PAGE 02
63/03/03 MON 16:'20 PAX 805 7 .401 CITY .OF SLO FIN 8001
�111111110��l
f
log■ C1 an tui OBRW
990 Palm Street, San Lula Obispo, CA 83401-3248
MEMORANDUM
l awb 1, 2003
TO: .Bill Statlor, Director of Finance
Gil Trujillo, City Attorney
FROM: Ella Goven, Administrative Assistant
SUBJECT: RECORDS RETENTION
On APxi124, 2001 th.e City Council adopted a Records Reteirtion Policy and Scl�edulc. Ca
accordance with that policy and acbedule, certain records have boon identified as Qgiblc
for destruction.
Attar -lied for your rcvi ew is a listing of the 89 boxes of records exceeding the retention
requiremmits alas/, as such, ready for destruction by our storage facility, The DocuTeam.
Please sign below iz>dieating your 9PPro val for the destruction of the attached listing of
records,
Bill StatleE, DarectOT of Finance Gilbert A, Trtx sting City .A.ttoruey
CERTIFICATE OF DESTRUCTION
1, Marilyn. Allison, of The,DoeuTeam storage facility, do hCreb certify that the records
listed on the attached were properly disposal of on LLL1 0 a
(Date)
"N'�- .
--ii lyn Alliso�sr Dperaiirsns s]lager
The DocuTeam
3775 So.. Iiiguera, SLO
Co. Lee Price, City Clork
Thu CRY of San Lula Qbi6po is committed to Include the disabled in all of Its services, programa "Md activities.
�. Te lacomntunleations Oevloa for the Deaf (lat)5) 781-7410.
III I city of s oBispo
W��K
990 Palm Street, San Luis Obispo, CA 934
MEMORANDUM
March 1, 2003
TO: Bill Statler, Director of Finance
-u Trujillo, City Attonney
FROM: Ella Goven, Administrative Assistant
SUBJECT: RECORDS RETENTION
On April 24, 2001 the City Council adopted a Records Retention Policy and Schedule. In
accordance with that policy and schedule, certain records have been identified as eligible
for destruction.
Attached for your review is a listing of the 89 boxes of records exceeding the retention
requirements and, as such, ready for destruction by our storage facility, The DocuTeam.
Please sign below indicating your approval for the destruction of the attached listing of
records.
Bill Stat birector of Finance (� Gilbert A. Truj <cting City Attorney
CERTIFICATE OF DESTRUCTION
I, Marilyn Allison, of TheDocuTeam storage facility, do hereby certify that the records
listed on the attached were properly disposed of on
(Date)
Marilyn Allison, Operations Manager
The DocuTeam
3775 So. Higuera, SLO
cc: Lee Price, City Clerk
The City of San Luis Obispo is committed to include the disabled in all of its services, programs and activities.
Telecommunications Device for the Deaf (805) 781-7410.
01/31/2003 10:48
Page 1
CONTAINERS SCHEDULED FOR DESTRUCTION
Account: 0066 Name: City of SLO Finance
Container
Alternate ID Current Status
Destroy Date
034884
In
1/1/2003
Type: STD Sequence: to From: 10/1/1996 to 12/31/1996
Description: Bank Reconciliation Cancelled Checks
034885
In
1/1/2003
Type: STD Sequence: to From: 7/1/1996 to 9/30/1996
Description: Bank Reconciliation Cancelled Checks
034886
In
1/1/2003
Type: STD Sequence: to From: 4/1/1997 to 6/30/1997
Description: Bank Reconciliation Cancelled Checks
034887
In
1/1/2003
Type: STD Sequence: to From: 1/1/1997 to 3/31/1997
Description: Bank Reconciliation Cancelled Checks
034950
In
3/1/2003
Type: STD Sequence: to From: 1/1/1995 to 12/31/1997
Description: Sales Tax (HDC); HT Bird & 4th Qtr. 99; Debt Service Trustee FY96-97; Syr retention Utility
Billing Adjustment Comm. 7/97-9/97 Misc State Reports 1992
034962
In
3/1/2003
Type: STD Sequence: 1 to 5999 From: 7/1/1996 to 6/30/1997
Description: New Applications Renewals
034971
In
3/1/2003
Type: STD Sequence: 6000 to 8999 From: 7/1/1996 to 6/30/1997
Description: New Applications Renewals
034972
In
3/1/2003
Type: STD Sequence: 1 to 5999 From: 7/1/1998 to 6/30/1999
Description: New Applications Renewals
034973
In
3/1/2003
Type: STD Sequence: 9000 to 99999 From: 7/1/1996 to 6/30/1997
Description: New Applications Renewals
034974
In
3/1/2003
Type: STD Sequence: to From: 6/1/1999 to 6/30/1999
Description: June 99 Month End Reports; Adjustments; Deposit Posts
034977
In
3/1/2003
Type: STD Sequence: 10000 to 49999 From: 7/1/1998 to 6/30/1999
Description: New Applications Renewals
034982
In
3/1/2003
Type: STD Sequence: to From: 3/1/1999 to 3/31/1999
Description: 3/99 Billing Reports Cash & Deposit Posts; Inactive; shutoffs & reminders
034984
In
3/1/2003
Type: STD Sequence: to From: 10/1/1998 to 3/31/1999
Description: ON's/OFF's; SO's; CO/PP's
034986
In
1/1/2003
Type: STD Sequence: A to A From: 7/1/1998 to 6/30/1999
Description: AP Vouchers 7/98-6/99
034987
In
1/1/2003
Type: STD Sequence: to From: 2/1/1999 to 2/28/1999
Description: Daily Revenue Envelopes
034989
In
1/1/2003
01/31/2003 10:48
Page 2
CONTAINERS SCHEDULED FOR DESTRUCTION
Account: 0066
Name: City of SLO Finance
Container
Alternate ID Current Status
Destroy Date
Type: STD Sequence: 340690 MCCAIN to M From: 7/1/1998 to 6/30/1999
Description: AP Vouchers 340690(McCain Traffic Supply)-M miss 7/98-6/99
034990
In
3/1/2003
Type: STD Sequence: to From: 11/1/1998 to 12/31/1998
Description: Daily Cash Reports & Tapes
034991
In
1/1/2003
Type: Sequence: to From. 111/1999 to 1,131,11-999
Description: Daily Revenue Envelopes
034992
In
3/1/2003
Type: STD Sequence: to From: 6/1/1998 to 1/31/1999
Desnrirntinn: Journal entries (hox 1 of 3)
034995
In
1/1/2003
Type: STD Sequence: to From: 4/1/1999 to 4/30/1999
Description: Daily Revenue Envelopes
034998
In
1/1/2003
Type: STD Sequence: to From: 3/1/1999 to 3/31/1999
Description: Daily Revenue Envelopes
034999
In
1/1/2003
Type: STD Sequence: 400210 PACIFIC to 401310 POOR RIC From: 7/1/1998 to 6/30/1999
Description: AP Vouchers 400210(Pacific Marine)- 401310 (Poor Richards Press) 7/98-6/99
035000
In
1/1/2003
Type: STD Sequence: F to F From: 7/1/1998 to 6/30/1999
Description: AP Vouchers 7/98-6/99
035001
In
1/1/2003
Type: STD Sequence: 461730 SIGN to 462320 SLO COUN From: 7/1/1998 to 6/30/1999
Description: AP Vouchers 461730 (The Sign Place)- 462320 (SLO County Bar Assoc) 7/98-6/99
035002
In
1/1/2003
Type: STD Sequence: to From: 12/1/1998 to 12/31/1998
Description: Daily Revenue Envelopes
035003
In
1/1/2003
Type: STD Sequence: to From: 6/1/1999 to 6/30/1999
Description: Daily Revenue Envelopes
035004
In
1/1/2003
Type: STD Sequence: to From: 7/1/1998 to 7/31/1998
Description: Daily Revenue Envelopes
035005
In
1/1/2003
Type: STD Sequence: to From: 7/1/1998 to 6/30/1999
Description: Bank Daily Reports
035008
In
1/1/2003
Type: STD Sequence: to From: 7/1/1998 to 6/30/1999
Description: Refunds; Ameri-Pride Back Up 1099 info
035009
In
1/1/2003
Type: STD Sequence: to From: 7/1/1998 to 6/30/1999
Description: Call America Back up
035010
In
1/1/2003
Type: STD Sequence: to From: 1/1/1999 to 3/31/1999
Description: Daily Cash Reports
01/31/2003 10:48
Page 3
CONTAINERS SCHEDULED FOR DESTRUCTION
Account: 0066 Name: City of SLO Finance
Container
Alternate ID Current Status
Destroy Date
035013
In
1/1/2003
Type: STD Sequence: to From: 4/1/1999 to 6/30/1999
Description: Daily Cash Reports
035016
In
1/1/2003
Type: STD Sequence: to From: 11/1/1998 to 11/30/1998
Description: Daily Revenue Envelopes
035021
In
1/1/2003
Type: STD Sequence: to From: 1/1/1999 to 6/30/1999
Description: Daily Cash Posts 1/99-6/99
035022
In
1/1/2003
Type: STD Sequence: to From: 9/1/1998 to 9/30/1998
Description: Daily Revenue Envelopes 9/98
035025
In
3/1/2003
Type: STD Sequence: to From: 1/1/1998 to 12/31/1999
Description: Conversion BRC to Pentamation
035027
In
1/1/2003
Type: STD Sequence: S to UNISOUR 500241 From: 7/1/1998 to 6/30/1999
Description: S misc- 500241 (Unisource Maint. Supply Systems)
035069
In
3/1/2003
Type: STD Sequence: to From: 7/1/1996 to 6/30/1997
Description: 6/30/97 Audit Work Papers & Work Paper Data binder
035080
In
3/1/2003
Type: STD Sequence: 50000 to 99999 From: 7/1/1998 to 6/30/1999
Description: New Applications & Renewals
035083
In
3/1/2003
Type: STD Sequence: to From: 7/1/1998 to 6/30/1999
Description: Billings; Payments; Adjustments; Open Balances
035084
In
3/1/2003
Type: STD Sequence: to From: 4/1/1999 to 6/30/1999
Description: 4/99-6/99 Meter Reads ; Service Orders
035086
In
3/1/2003
Type: STD Sequence: to From: 7/1/1998 to 6/30/1999
Description: Payment Batches; A/R Reports (Box 2 of 2)
035089
In
3/1/2003
Type: STD Sequence: to From: 11/1/1998 to 11/30/1998
Description: Billing Reports; Cash & Deposit Post; Inactive; Shut Offs & Reminders
035095
In
3/1/2003
Type: STD Sequence: to From: 12/1/1998 to 12/31/1998
Description: Billing Reports; Cash & Deposit Posts; Inactive; Shut Offs & Reminders
035098
In
3/1/2003
Type: STD Sequence: to From: 9/1/1998 to 9/30/1998
Description: Billing Reports; Cash & Deposit Posts Inactive Shut offs & reminders
035099
In
3/1/2003
Type: STD Sequence: to From: 8/1/1998 to 8/31/1998
Description: Billing Reports; Cash & Deposit Posts Inactive Shut offs & reminders
035108
In
3/1/2003
Page 3
01/31/2003 10:48
CONTAINERS SCHEDULED FOR DESTRUCTION
Account: 0066 Name: City of SLO Finance
Container
Alternate ID Current Status
Destroy Date
Type: STD Sequence: to From: 5/1/1999 to 5/31/1999
Description: Cash Post;Adjustment Reports; Billing Reports; Inactive; Shut offs; Reminders
035109
In
3/1/2003
Type: STD Sequence: to From: 6/1/1999 to 6/30/1999
Description: Cash Posts; Billing Reports; Inactive; Shut offs; Reminders
035110
In
1/1/2003
Type: STD Sequence: to From: 4/1/1999 to 4/30/1999
Description: Cash Post;Adjustment Reports; Billing Reports; Inactive; Shut offs; Reminders
035113
In
3/1/2003
Type: STD Sequence: to From: 10/1/1998 to 10/31/1998
Description: Billing Reports; Cash & Deposit Posts Inactive Shut offs & reminders
035115
In
3/1/2003
Type: STD Sequence: to From: 2/1/1999 to 2/28/1999
Description: Billing Reports; Cash & Deposit Posts Inactive Shut offs & reminders
035117
In
3/1/2003
Type: STD Sequence: to From: 1/1/1999 to 1/31/1999
Description: Billing Reports; Cash & Deposit Posts Inactive Shut offs & reminders
035118
In
3/1/2003
Type: STD Sequence: A to Z From: 7/1/1998 to 6/30/1999
Description: Paid Invoices
035125
In
3/1/2003
Type: STD Sequence: to From: 1/1/1998 to 12/31/1999
Description: 1998-99 General Ledger Conversion BRC to Pentamation
035127
In
3/1/2003
Type: STD Sequence: to From: 1/1/1998 to 12/31/1999
Description: 1998-99 Conversion BRC to Pentamation
035130
In
3/1/2003
Type: STD Sequence: 6000 to 9999 From: 7/1/1998 to 6/30/1999
Description: New Applications and renewals
035134
In
3/1/2003
Type: STD Sequence: to From: 7/1/1998 to 7/31/1998
Description: Billing Reports Cash Posts; Inactive Shut offs; reminders
035156
In
3/1/2003
Type: STD Sequence: to From: 7/1/1998 to 6/30/1999
Description: Payment batches A/R Reports (Box 1 of 2)
035160
In
3/1/2003
Type: STD Sequence: to From: 9/1/1998 to 9/30/1998
Description: Sept. 1998 UU Tax closed Accounts- File folders
035161
In
1/1/2003
Type: STD Sequence: to From: 7/1/1998 to 12/30/1998
Description: Payment batches Mars Reports
035162
In
1/1/2003
Type: STD Sequence: to From: 1/1/1994 to 12/31/1997
Description: Health Benefit Statements 1994/1996 1996-1997
035164
In
1/1/2003
Type: STD Sequence: to From: 1/1/1992 to 12/31/1992
Description: Tax reports Fed & State 1992-1992
Page 4
01/31/2003 10:48
Page 5
CONTAINERS SCHEDULED FOR DESTRUCTION
Account: 0066
Name: City of SLO Finance
Container
Alternate ID Current Status
Destroy Date
035165
In
1/1/2003
Type: STD Sequence: 500320 UPS to 540610 WESTSIDE From: 7/1/1998
to 6/30/1999
Description: AP Vouchers UPS -Westside Auto 7/98-6/99
035166
In
3/1/2003
Type: STD Sequence: to From: 7/1/1998 to 6/30/1999
Description: Journal Entries -Budget Amendments (3 of 3) 7/98-6/99
035167
In
1/1/2003
Type: STD Sequence: to From: 8/1/1998 to 8/31/1998
Description: Daily Revenue Envelopes August 1998
035168
In
1/1/2003
Type: STD Sequence: to From: 7/1/1998 to 6/30/1999
Description: Pacific Bell PG&E Back up 7/98-6/99
035171
In
1/1/2003
Type: STD Sequence: B to B From: 7/1/1998 to 6/30/1999
Description: AP Vouchers 7/98-6/99
035174
In
1/1/2003
Type: STD Sequence: to From: 10/1/1998 to 10/31/1998
Description: Daily Revenue Envelopes October 1998
035176
In
3/1/2003
Type: STD Sequence: to From: 9/1/1998 to 10/31/1998
Description: Daily Cash Reports & Tapes 9/98-10/98
035180
In
1/1/2003
Type: STD Sequence: to From: 6/1/1996 to 5/31/1997
Description: Check Reconciliations A/P 6/96-5/97 (2 of 3)
035181
In
1/1/2003
Type: STD Sequence: to From: 6/1/1996 to 5/31/1997
Description: Bank Statements Bank Reports Cash Journal Cash Trial Balance 6/96-5/97
(3 of 3)
035184
In
1/1/2003
Type: STD Sequence: to From: 6/1/1996 to 5/31/1997
Description: Check Reconciliations: Liability Workers Comp Payroll A/P 6/96-5/97 (1 of 3)
035194
In
3/1/2003
Type: STD Sequence: to From: to
Description: Grant Projects: Smoke free Cities,Urban Mass Transit Act
Special Projects: Santa Rosa Landscape,Dan Opstad Memorial Fund,Sinton Trust,Zone 9 Flood
control, Fed Urban Aid funds
Agreements: Laguna Lake Golf Course, Transit, State DOT, Palm Parking Structure, PGE buy
hydro plant electricity,
State Reports: St. Controllers Report 1989-91; 90/91 AD Valorem Property Tax;
Investments 1998-99
035199 In 1/1/2003
Type: STD Sequence: N to O From: 7/1/1998 to 6/30/1999
Description: AP Vouchers N-0 misc 7/98-6/99
035200 In 1/1/2003
Type: STD Sequence: 241020 HIGH to 300350 KIMBALL From: 7/1/1998 to 6/30/1999
Description: AP Vouchers High Smith Co. Inc.- Kimball Motor Co. 7/98-6/99
035202 In 3/1/2003
Type: STD Sequence: to From: 7/1/1998 to 6/30/1999
Description: Jouranl Entries Receipt Journals 7/98-6/99 2/99-6/99 (box 2 of 3)
01/31/2003 10:48
Page 6
Total Containers: 89
CONTAINERS SCHEDULED FOR DESTRUCTION
Account: 0066 Name: City of SLO Finance
Container
Alternate ID Current Status Destroy Date
035204
In
1/1/2003
Type: STD Sequence: 540680 WHIT to END NUMBERS From: 7/1/1998 to 6/30/1999
Description: AP Vouchers Whitaker Contractors- end (numbers) 7/98-6/99
035206
In
1/1/2003
Type: STD Sequence: to From: 6/1/1996 to 5/31/1997
Description: Deposit Reconciliations 6/96-5/97 (1 of 1)
035208
In
1/1/2003
Type: STD Sequence: D to E From: 7/1/1998 to 6/30/1999
Description: AP Vouchers D -E mist 7/98-6/99
035209
Tn
1/1/2003
Type: STD Sequence: C to COLUMBO 143010 From: 7/1/1998 to 6/30/1999
Description: AP Vouchers C-Columbo Richard 7/98-6/99
035211
In
1/1/2003
Type: STD Sequence: 300400 KINKO to 340680 MCBRIDE From: 7/1/1998 to 6/30/1999
Description: AP Vouchers Kinko's Copies- McBrides Plumbing 7/98-6/99
035212
In
1/1/2003
Type: STD Sequence: 143030 to C From; 7/1/1998 to 6/30/1999
Description: AP Vouchers 143030-C mist 7/98-6/99
035213
In
1/1/2003
Type: STD Sequence: to From: 5/1/1999 to 5/31/1999
Description: Daily Revenue Envelopes May 1999
035214
In
1/1/2003
Type: STD Sequence: S to SIERRA 461660 From: 7/1/1998 to 6/30/1999
Description: AP Vouchers S- Sierra Display 7/98-6/99
035215
In
1/1/2003
Type: STD Sequence: 401360 POSTER to R From: 7/1/1998 to 6/30/1999
Description: AP Vouchers The Pustei Mai kei- R mist 7/90-6/99
035216
In
1/1/2003
Type: STD Sequence: P to PACIFIC 400200 From: 7/1/1998 to 6/30/1999
Description: AP Vouchers P- Pacific Industrial Electric 7/98-6/99
035219
In
1/1/2003
Type: STD Sequence: 462330 SLO COUN to 465578 SYSTEM From: 7/1/1998 to 6/30/1999
Description: AP Vouchers SLO County Clerk Recorder- System Warehouse 7/98-6/99
035220
In
3/1/2003
Type: STD Sequence: to From: 7/1/1998 to 8/31/1998
Description: Daily Cash Reports & Tapes 7/98-8/98
035221
In
1/1/2003
Type: STD Sequence: G to HICKS 240980 From: 7/1/1998 to 6/30/1999
Description: AP Vouchers G -Hicks Turf Equipment 7/98/6/99
Total Containers: 89
clerkcity / / /
Ar
wsir� sir ►r��si�ri
January 2, 2003
TO: Lee Price, City Clerk
Gil Trujillo, Acting City Attorney
FROM: Diane Reynolds, City Clerk Admin. Asst. ,IL
SUBJECT: REQUEST FOR RECORDS DESTRUCTION AND CERTIFICATE OF
DESTRUCTION
On April 24, 2001 the City Council adopted a Records Retention Schedule. In accordance with
that schedule, certain records have been identified as eligible for destruction. A list of City
Council and Planning Commission meeting videotapes to be erased is attached. City Council
audiotapes for the year 2000 will be thrown away or given to another department to erase and
reuse. The videotapes will be given to the cablecast operator to erase and then reused for future
Council and Planning Commission meetings.
Please sign below in . a 'ng your approval for the destruction of the attached list of videotapes.
Lee Price, C.M.C. Gil Trujillo
City Clerk Acting City Attorney
CERTIFICATE OF DESTRUCTION
I, Diane Reynolds, do hereby certify that the records listed on the attached were properly
disposed of on January 2, 2003.
Original: City Clerk
Copy: Diane Stuart, Com. Dev.
Certificate of Destruction
Page 2
LIST OF AUDIO AND VIDEO TAPES FOR DESTRUCTION
January 1, 2003
City Council Videotapes
1/8/02-2
1/22/02-2
2/5/02-2
2/19/02-3
2/26/02-1
3/12/02-2
3/15/02 — 2, copy 2
3/19/02-2
3/26/02-2
4/2/02-2
4/9/02-1
4/16/02-2
4/30/02-2
5/7/02-2
5/15/02-1
5/21//02-2
6/4/02-1
6/18/02-2
Planning Commission Videotapes
1/9/02-1
1/23/02-1
2/13/02-1
2/27/02-2
3/13/02-2
4/10/02-2
4/24/02-2
5/8/02-2
5/22/02-1
6/4/02-1
6/11/02-1
6/12/02-2
City Council Audiotapes 2000