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CI\.J OF UN BERNARD~ - REQUL..n FOR COUNCIL AC~~
From: WARREN A. KNUDSON Subitji:~: DESTRUCTION OF RECORDS
DIRECTOR OF FINANCE REC'O.-ADHlii.O..r.
Dept: FINANCE
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19% DEe - 3 M~ II: I G
Date: NOVEMBER 19, 1986
Synopsis of Previous Council action:
NONE
Recommended motion:
ADOPT RESOLUTION
/J~
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Signatu re
Contact person: WARREN A. KNUDSON
Supporting data attached: YES
FUNDING REQUIREMENTS:
Amount:
-
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Council Notes:
75-0262
Agenda Item No.
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CI.,.., OF SAN BERNARDI'NO - REQU~ FOR COUNCIL ACrtON
STAFF REPORT
These records listed in Exhibit A attachment are payroll, accounts
receivable, accounts payable, and general accounting records for
the Finance Department. 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 five (5) year period.
NOVEMBER 19, 1986
75-0264
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'~ITY OF SAN BEhrJARDINO'/- MEMORANDUM
THE HONORABLE MAYOR AND COMMON COUNCIL WARREN A. KNUDSON
To From DI RECTOR OF FIrJANCE
Subject DESTRUCTION OF RECORDS Date AUGUST 19, 1986
Approved Date
EXHIBIT "A"
The Director of Finance is requesting that his department be allowed
to destroy records dated prior to July 1, 1980.
The records in questio~ are:
1. Commercial Check Registers
2. General Ledgers
3. Daily Cash Receipts
4. Invoice
5. Cash Receipt Summaries
6. Journal Vouchers
7. Cash Transfers
8. Purchase Orders
9. Completed l~ork Orders
10. Time Cards
11. Account Payable Recaps
12. Accounts Payable Paid Claims
I3. Transaction Register
14. Payroll Regi s te r
I5. Spread Deduction Register
16. Individual Deduction Register
/J. C ~~
WARREN A. KrWDSON
Director Of Finance
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C'J'Y Oil J'H.=M~V.
1 RESOLUTION NO.
2 RESOLUTION OF THE CITY OF SAN BERNARDINO APPROVING THE
DESTRUCTION OF CERTAIN RECORDS BY THE FINANCE DEPARTMENT.
3
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF
4 SAN BERNARDINO AS FOLLOWS:
5 SECTION l. The Mayor and Common Council of the City of San
6 Bernardino do hereby approve the destruction by the Finance
7 Department of certain records, more particularly described in
8 Exhibit "A", attached hereto and incorporated herein as fully as
9 though set forth at length.
10 SECTION 2. It is hereby found and determined that the
11 records are no longer needed, and that they may be destroyed
12 pursuant to Government Code Section 34090, upon written consent of
13 the City Attorney.
14 I HEREBY CERTIFY that the foregoing resolution was duly
15 adopted by the Mayor and Common Council of the City of San
16 Bernardino at a
meeting thereof, held on
17 the
day of
, 1986, by the following vote,
18 to wit:
19
20
AYES:
Council Members
21 NAYS:
22 ABSENT:
23
24
25
26 of
City Clerk
The foregoing resolution is hereby approved this
day
, 1986.
27
28
Mayor of the City of San Bernardino
11/25/86
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Approved as to form:
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City Attorney
5 I consent to the destruction of the records described in
6 this resolution.
7
8
9 RALPH . PRINCE
City Attorney
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11/25/86
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EXHIBIT "A"
Commercial Check Registers dated prior to July l, 1980
General Ledgers dated prior to July l, 1980
Daily Cash Receipts dated prior to July 1, 1980
Invoices dated prior to July 1, 1980
Cash Receipt Summaries dated prior to July l, 1980
Journal Vouchers dated prior to July 1, 1980
Cash Transfers dated prior to July 1, 1980
Purchase Orders dated prior to July 1, 1980
Completed Work Orders dated prior to July 1, 1980
Time Cards dated prior to July 1, 1980
Account Payable Recaps dated prior to July 1, 1980
Accounts Payable Paid Claims dated prior to July 1, 1980
Transaction Registers dated prior to July l, 1980
payroll Registers dated prior to July l, 1980
Spread Deduction Registers dated prior to July 1, 1980
Individual Deduction Registers dated prior to July 1, 1980
1/25/86