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AUG 1 4 1997
CITY OP SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From:
BARBARA PACHON,
DIRECTOR OF FINANCE
FINANCE/PURCHASING DIVISION
AUGUST 14, 1997
Subject: Destruction of
records.
Dept:
DATE:
0. ""';"""" '/
; II~II lid.
Synopsis of Previous Council action:
Resolution 96-78 approved April 1, 1996.
Recommended motion:
Adopt Resolution.
~#i~
gnature
Contact person: John P. MurDhv. Purchasina Manaaer Phone: x5086
Supporting data attached: Ward:
Funding Re~irements:
Amount:
Source:
Finance:
Council Notes:
Res 97- ~5'1
Agenda Item NO.~
q/J.jq7
r
.
CXTY OP SAM BBRRaRDXHO - RBQUBST POR COUHCXL ACTXOH
STAPP RBPORT
The records listed in Exhibit "A" attachment are records for the
Purchasing Division. They include purchase orders, daily and
monthly computer reports, journal vouchers, log books and formal
bids files/quot~s, central stores/warehouse inventory cards,
houseware invoices, and daily and monthly computer reports. They
are quite bulky in size and take up space that can be utilized for
other purposes. There is no need to keep these records beyond a six
(6) year period.
,
RETENTION LIST
PURCHASING DIVISION-FINANCE DEARTMENT
EXHIBIT "A"
e
FINANCE DEPARTMENT-PURCHASING DIVISION
PURCHASING RECORDS TO DESTROY
PURCHASE ORDERS
1985-1991
REPORTS
-DETAIL 1985-1991
-ISSUES 1989-1991
-AVERAGE COST 1989-1991
-PURCHASING BUDGETS 1985-1991
-ANNUALS 1988-1991
-EQUIPMENT 1989-1991
-GENERAL LEDGER ACCOUNTS 1988-1991
-DEPARTMENTAL 1988-1991
-UNPOSTED ISSUE 1990-1991
-APPROPRIATIONS 1976-1991
-ORDERS & ADJUSTMENTS 1990-1991
e JOURNAL VOUCHERS 1982-1991
LOG BOOKS 1982-1991
FORMAL BIDS 1989-1991
FINANCE DEPARTMENT-CENTRAL STORES (WAREHOUSE)
CENTRAL STORES REPORTS TO DESTROY
VENDOR FILES
1973-1991
REPORTS
-SALES HISTORY
-ISSUES
-PRODUCT AVERAGE
-DAILY COMPUTER
-TRANSACTIONS
-AVERAGE COSTS
-JOB COST
1985-1991
1984-1991
1985-1991
1983-1991
1983-1991
1984-1991
1981-1991
HOUSEWARE INVOICES
1988-1991
e
INVENTORY CARDS
1973-1991
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