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Home My WebLink AboutCertificates of DestructionLee Price,- Re: Records Retention Schedule Page 1 From: Sue Tison To: Price, Lee Date: 6/5/00 11:16AM Subject: Re: Records Retention Schedule This answer is way overdue. I apoligize. The 1'9 form is from the U.S. Department of Justice - Immigration and Naturalization Service - The form is called "Employment Eligibility Verification". We have to have two forms of ID proving they are a US citizen. The Safety Tailgate and Safety Inspections are held for proof of records for OSHA. The EEO reports are Equal Employment Opportunity Commission - State and Local Government Information (EEO -4) reports which are filed annually. The list how many employees are hired under different job areas such as Professional, Technicians, Official/Administrative, Protective Services and etc. Also broken down by race and age groups. Hope this helps! >>> Lee Price 5/16/00 3:44:14 PM >>> can do that. I'll put two years on DMV records, as that is the legal minimum. I might need you to clarify the others: What are 1'9's?, what does EEO stands for??? and what exactly do you mean by "safety"? Records, reports, Safety Committee ..??? When you can, just elaborate for me. Thanks. >>> Sue Tison 05/16/00 03:31 PM >>> Karen asked that I give you any additions to the Records Retention Schedule that we would like to have added. 1. DMV records - Keep for 1 year after current year. 2. I'9's - Keep terminated I'9's for 3 years. 3. EEO Reports - Keep for 3 years. 4. Safety - Keep for 3 years. Hope this is OK to add. Thanks! 60 61 62 BUDGET 60. LXX 60.1 A.XX 60.1B.XX 60.1 C.XX 60.1D.XX 60.2.XX 60.2A.XX 60.2B.XX 60.2C.XX 60.2D.XX 60.3.XX 60.4.XX 60.5.XX 60.6.XX PARKS AND RECREATION TILES Approved Budget and Financial Plan/Expenditures Budget Preparation (How to write proposals) Grants Davis Bacon Act Budget Amendment Requests and Forms A/P Invoices - User/Sinsheimer fool A/P Invoices - User/Sinsheimer Tennis, Softball, Stadium A/P Invoices - User/Miscellaneous AIR Invoices - Copies (In two drawer file cabinet - front desk) A/R Invoices - Division Copies (In four drawer file - front desk) Refund Request Forms (Front office) Credit Card Adjustment - Copies (Front office) Returned Check Notices Revenue Adjustment Copies CONTRACTS AND AGREEMENTS 61.1.XX General Leases/Agreements 61.lA.XX Vehicles 61.2.XX Guarantees & Warranties 61 -2A -XX Office Equipment 61.3.XX CONTRACTORS/VENDORS 61.3A -XX Automatic Alarms, Inc. 61 -3B -XX Atoll. Holdings, Incd ESCORP Athletic Field 61.3C.XX' Burke, Kuttler, Beguelin/YMCA 61.3D.XX Cal Poly Landscape Arch. Dept/Open Space Mapping 61.3E.XX Congregational Church/Golf Course Land Sale 61.3F.XX Land Conservancy/Saving Special PIaces 61.3G.XX REMTECH Corporation 61.3H.XX SLO Junior High School CORRESPONDENCE 62. LXX General - Incoming/Outgoing 62.1A.XX Council Meeting Agendas/Council Notes 62.1B.XX Job Newsletters (in file)/Job Flyers - (Break room bulletin board) 62.1C -XX News Releases - (See Kim) 62.2.XX Administration - General 62.2A.XX Administration - CAO 62.2B.XX City Attorney 62.2C.XX City Clerk 62.2D.XX City Council 62.2E.XX Finance Department 62.2F.XX Laurie Hanson 62.2G.XX Paul LeSage 62.2H.XX Mayor 62.2I.XX Personnel 62.2J.XX Jim Stockton 63 FACILITIES/PARKS/SCHOOLS 63.1.XX Miscellaneous/Pending Projects 63.2.XX FACILITIES 63.2A.XX Canet Adobe 63.2B.XX Parks & Recreation Department Admin. Bldg. 63.2C.XX Jack House & Gardens 63.2D.XX Laguna Lake Municipal Golf Course 63.2E.XX City/County Library Conference & Community Room 63.2F.XX Mission Plaza 63.2G.XX Recreation Center 63.2H.XX Rodriguez Adobe 63.2I.XX Senior Citizens Center 63.3.XX PARKS 63.3A.XX Anholm Park 63.3B.XX C.L. Smith Park 63.3C.XX Community Gardens 63.3D.XX Emerson Park 63.3E.XX Expo 1 & 2 63.3F.XX French Park 63.3G.XX Islay Hill Park 63.3H.XX Johnson Park 63.3I.XX Laguna Hills Parks 63.3J.XX Laguna Lake Park 63.3K.XX Meadow Park and Neighborhood Center 63.3L.XX Mitchell Park 63.3M.XX Priolo/Martin Park (Vista Collados) 63.3N.XX Santa Rosa Park 63.30.XX Skate Park 63.3P.XX Sinsheimer Park 63.3Q.XX Sinsheimer Park Baseball Stadium 63.3R.XX Sinsheimer Park Pool 63.3S.XX Sinsheimer Park Softball Field 63.3T.XX Sinsheimer Park Swim Center Improvements 64 63.3U.XX Sinsheimer Park Swim Club 63.3V.XX Sinsheimer Park Tennis Courts 63.3 W.XX Tot Lot Playground 63.3X.XX Throop Park 63.3Y.XX Triangle Park 63.3Z.XX Vista Lago Mini Park 63.4.XX SCHOOLS (JOINT USE SITES) 63.4A.XX Bishop's Peak 63.4B.XX C.L. Smith 63.4C.XX Hawthorne 63.4D.XX Laguna Middle School 63 AE.XX Pacheco 63.4F.XX Sinsheimer 63.4G.XX Teach MEETINGS 64.1.XX Miscellaneous 64.1A.XX Staff/General 64.2.XX COMMISSIONS/COMMITTEES/TASK FORCES 64.2A.XX Affirmative Action Committee 64.2B.XX Architectural Review Committee 64.2C.XX C of C Tourism Council/Sports Community Sub -Committee (See Laurie) 64.2D.XX Community Relations Committee (See Laurie) 64.2E.XX Environmental Quality Task Force 64.2F.XX Field Users Committee (See Laurie) 64.2G.XX Human Relations Commission (HRC) (See Laurie 64.2H.XX Jack House Committee (See Laurie) 64.2I.XX Jack House Docents (See Laurie) 64.2J.XX Misc. Docent Information 64.2K.XX Joint Use Committee (See Laurie) 64.2L.XX Major Event Task Force (See Laurie) 64.2M.XX Morros Plan Advisory Committee 64.2NXX Open Space Task Force 64.20.XX Parks and Recreation Commission 64.2P.XX Risk Management Committee 64.2Q.XX Safety Committee (See Carolyn) 64.2R.XX Miscellaneous Safety Information 64.2S.XX Subdivision Review Board - 64.2T.XX Waterways Committee 64.2U.XX Wellness Committee 65 MISCELLANEOUS DOCUMENTS 65.1.XX ADA Information 66 S 65.2.XX Capital Project Update 65.3.XX 65.4.XX Civic Center - 888 Morro 66.2.XX Community Center 65.5.XX 65.6.XX Croquette Rules and Regulations 65.7.XX 65.8.XX Downtown Physical Concept Plan Madonna Apts. Playground Renovation/Cal 66.5.XX Maps Poly 65.9.XX Needs Assessment Survey 65.10.XX Nuclear. Response Plan 65.11.XX Projects -.Priorities 65.12.XX 65.13.XX Property Management Land Values Property Management 65.14 -XX Training Revenue Chart of Accounts 65.15.XX SLO County Parks and Recreatioii 65.16.XX Directors SLO Junior High School Insurance 65.17.XX Supplies - Misc. Vendors 65.18.XX Veterans Memorial Bldg. 65.19.XX Waivers OPEN SPACE/CREEKS _S& 66.0.XX Open Space Element 66. LXX W. Cerro - Grazing 66.2.XX Florence - South End 66.3.XX Islay Hill Trail 66.4.XX Laguna Lake 66.5.XX Let It Be Nature Preserve 66.6.XX 66.7.XX Lopez Canyon -Little Falls Creek 67.4B.XX S.E. Mirada & VaIlecita 66.8.XX Reservoir Canyon 66.9.XX San Luis Creek Project 66.10.XX Tract 683/Easement Agreement 66.1 LXX Unimproved Parks PROGRAMS 67. LXX MISCELLANEOUS 67.IA.XX 67.2.XX PIO - Advertising (See Kim) ADULT SPORTS/CLASSES 67.2A.XX 67.2B.XX Instructor Voucher/Invoice Copies (See James) How Are We Doing? Forms 67.3.XX AQUATICS 67.3B.XX How Are We Doing? Forms 67.4.XX FACILITIES/MAJOR CITY-WIDE 67.4B.XX EVENTS How Are We Doing? Forms 68 69 67.5.XX GOLF 67.5B.XX How Are We Doing? Forms 67.6.XX SENIORS/TEENS 67.6B.XX How Are We Doing? Forms 67.7.XX YOUTH PROGRAMS/PUBLIC RELATIONS 67.7A.XX Fingerprinting (See Kim) 67.7B.XX How Are We Doing? Forms 67.8.XX YOUTH SPORTS/SPECIAL EVENTS/VOLUNTEERS (See 68.2B.XX Rich) 67.8B.XX How Are We Doing? Forms REPORTS; ADMINISTRATIVEILEGIST.,ATIVE/MISCELLANEOUS 68.1.XX ADMINISTRATIVE 68.IA.XX Council Agenda Reports (Originals - Copies in Subject File) 68.1B.XX Staff/CAO Reports 68.1C.XX Agenda Preparation (How to Prepare)/Ralph M. Brown Act 68.1D.XX Council Goals 68.1E.XX Council Notes/Misc. Agendas 68.2.XX LEGISLATIVE 68.2A.XX Legislative Bills & Reports 68.2B.XX Ordinances 68.2C.XX Resolutions 68.3.XX MISCELLANEOUS 68.3A.XX Accident Reports/Claims/Compensation 68.3B.XX Citizen/Complaint Reports 68.3C.XX Crime Reports - Police 68.3D.XX EIR - Various Projects 68.3E.XX Parks and Recreation Element/Master Plan 68.3F.XX Parkland Dedication/In-Lieu Fees 68.3G.XX Studies/Reports/Misc. 68.3H.XX User Fees WORK ORDERS 69.1.XX Public Works - Building Maintenance Division 69.2.XX Public Works - Streets & Parks Division 69.3.XX Service Work Orders/Maintenance Misc. 70 YOUTH ATHLETIC FIELDS 70.1.XX Cal Poly Sports Complex (See Laurie) 70.2.XX Miscellaneous Pending Projects RECORDS RETENTION SCHEDULE — FINANCE Record Series Office Inactive Area Area Total Legal Retention Authority Accounts Payable S�s Bank Statements -2 kyr 3 yrs Au+3 Gov. Sec. 34090 yrs Au+3 Accounts Payable supporting "'� yr 3 yrs Au+3 " documentation (voucher, invoice, purchase order) E yen va rt1 90 s 5 Au " �s. f �Y� WARITIOM nua;['• Veddor Detail s Accounts Receivable days ,rTyrs +5 ti 90 days Au+5 " _V aYs —yrs " 1 yr 10 yrs Au+10 41 CFR 50-201.501 Invoices 1 yr 3 yrs Au+3 Gov. Sec. 34090 Cash Receipts 1 yr 3 yrsAu+3 ." Journal Journal Entries 1 yr 3 yrs 1' " Revenue Backup 1 yr 3 yrs Au+3 " Business Tax Customer Files 1 yr 3 yrs T+3 " Assessment Pay-offs 1 yr 3 yrs Au+3 Transient Occupancy Tax 1 yr 3 yrs Au+3 " Refunds 1 yr 3 yrs Au+3 " Credit Bureau Assignments 1 yr 3 yrs Au+3 " RECORDS RETENTION SCHEDULE — FINANCE Office Inactive- Total Legal Record Series Area Area -t K Retention Authority Payroll Time Sheets 1 yr 3 yrs i Au+3 41 CFR 50-201.501 Pa roll Chanes 1 yr 3 yrs Au+3 " mployee aster 1e 90 d s 10 yr Au 1 L or Fr' nge 1 tri b i on 90 a,�'�s 1 y s + Sic save days 0 rs u 10ri ftr�f�►" Oth Leave 90 days 10 yrs Au+1011 Pa ad Re stet 90 ys. Yyrrs A +1 „ P yroll ductio egis rr 9 rds u+0 ayroll h k R is r Ds A 10 O Earn` gs 90 d s 10 r yu 111Earns90 a 10 y s 0axa �a9 d ys rs 10 " 0 rs Au+10 Fe ral ncome x Retu s 1 r,� 1 yr A +1 ar-e d ra e r Utility Billing Payment Stubs & Tapes 1 yr 3 yrs Au+3 Gov. Sec. 34090 Meter Reads 1 yr 3 yrs Au+3 " Service Requests 1 yr 3 yrs Au+3 " Utility Billing Register 1 yr 3 yrs Au+3 Refunds 1 yr 3 yrs Au+3 Credit Bureau Assignments 1 yr 3 yrs Au+3 " Purge Tapes 1 yr 3 yrs Au+3 " Grants State Grants 1 yr 3 yrs Au+3* 41 CFR 29-70.203-2 Federal Grants 1 yr 3 yrs Au+3* „ * Audit in this case refers to the final Federal/State audit. RECORDS RETENTION SCHEDULE — FINANCE Record Series Financial Reports Audited Financial Statements qen!dit a cu an Pr t Ex di r eports • As E i ty i i 1 Reports venu rs State Controller Reports Fixed Asset Subsidiary Ledger Surplus Property List Other Financial Reports Bonds Payable and Other Long -Term Indebtedness Miscellaneous Cancelled Checks ftQNW General Correspondence Other Records Office Inactive Area Area y Total Legal r Retention Authority 10 yrs P yrs Au+5 1 yr P da s Au+3 5 yrs Au+5 90 ys R� 90 5 yrs Au+5 sv 5 yrs Au+5 da 5 yrs Au+5 5 yrs 5 yrs Au+10 1 yr 3 yrs Au+3 1 yr 3 yrs Au+3 1 yr 3 yrs Au+3 T+3 yrs T+3 1 yr 5 yrs Au+5 1 yr 3 yrs Au+3 Destroyed on a case-by-case basis as determined by the Director of Finance consistent with the retention period established under this policy for similar documents. Duplicate Records Destroyed whenever they are no longer required. Gov. Sec. 34090 n i m