CC Resolution 8167
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RESOLUTION NO.
8167
RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF CAMPBELL
AUTHORIZING THE DESTRUCTION OF
CERTAIN CITY RECORDS
WHEREAS, Government Code Section 34090 et seq. authorizes City
department heads to destroy certain records, documents, instruments, books
or paper after the same are no longer required with the approval of the
legislative body by resolution and the written consent of the City
Attorney; and
WHEREAS, Government Code Section 34090.5 establishes a procedure which
allows copies of particular records to be retained in lieu of the original
document, and that reproduction be accessible to the public as the
original document; and
WHEREAS, the City Council proposes to grant such approval for the
destruction of the records, documents, instruments, books, or papers more
particularly described in Exhibit "A", attached hereto, and by this
reference made a part hereof, it having been determined by the Head of the
City Department specified in said exhibit to be no longer required; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Campbell that it does hereby authorize the heads of City Department
specified in Exhibit "A" to destroy those certain records, documents,
instruments, books or paper under their charge as described in said
exhibit.
PASSED AND ADOPTED this 3rd
following roll call vote:
day of September
, 1991, by the
AYES:
Councilmembers:
Ashworth, Burr, Conant, Kotowski
NOES:
Councilmembers:
None
ABSENT: Councilmembers:
Watson
APPROVED:
~' .
:' . ~ rJi~ ~~/
MICHAEL F. KOTOWSKI, MAYOR ~I
AT2tki47 (~
BARBARA OLSASKY, CITY CLERK~,) .
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EXHIBIT "A"
CITY COUNCIL AGENDA ORIGINALS
BOX # 1 BOX #2 BOX #3 BOX #4
January 06,1987 September 01,1987 Apri 1 05,1988 November 01,1988
January 20,1987 September 15,1987 Apri 1 19 , 1988 November 15,1988
February 03,1987 October 06,1987 May 03,1988 November 28,1988
February 17 ,1987 October 20,1987 May 17,1988 December 12,1988 (1)
March 03,1987 November 03,1987 May 31, 1988 December 12,1988 (2)
March 17 ,1987 November 17,1987 June 07,1988
Apri 1 07,1987 December 01,1987 June 21,1988
Apri 1 21,1987 December 17,1987 July 05,1988
May 05,1987 January 05,1988 July 19,1988
~~ay 19,1987 January 19,1988 August 16,1988
June 02,1987 February 02,1988 September 06,1988
June 08,1987 February 16,1988 September 20,1988
June 22,1987 March 01,1988 October 04,1988
July 07,1987 March 15,1988 October 20,1988
Jul y 21,1987 Ma rc h 29,1988
Augus t 04,1987
August 18,1987
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RECORD TITLE
City Clerk:
Agreements
Business Licenses
Campaign Files
Correspondence
Financial Disclosures
Scrap Books
Tapes - Council Meetings
Minutes
Ordinances
Resolutions
City Manager:
Bulli tins
Budgets
Civic Improvement Minutes
Correspondence
Franchises
Special Projects
General files (by subject)
City Manager - Personnel:
Personnel Files - Active Emp.
Personnel Files - Term. Emp.
Classification Studies
Correspondence
Recruitment/Testing
Roster Cards
Finance Department:
Accounts Payable (paid bills)
Accounts Receivable
Assessed Valuations
Audits
Bank Reconcilliations
Budgets
Cancelled Checks
Financial Statements (annual)
Insurance Files
EXHIBIT "A"
CITY tF CAMPBELL
RECOOOS RETENTION SCHEDULE
RETENTION SCHEDULE
NOTE
Permanent
7 Years
Permanent
Current
Permanef'lt
Permanent
Permanent
Permanent
Permanent
Permanent
Clerk must
retain original signed
copies of these
7 Years
7 Years
Permanent
7 Years
Permanent
7 Years
Varies, as needed
3 Yr. Curr./4 Yr. inac.
II
II
Purged periodically
Until Terminated
20 Years
10 Years
Current
2 Years
Permanent
Purged regularly
Federal Requirements
7 Years
Permanent
Permanent
Permanent
7 Years
Permanent
7 Years
Permanent
Permanent
Microfilmed
'.
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Records Retention Schedule (cont.)
RECOOD TITLE
Public Works Department:
Agreements
Annexations
Applications
Bonds
Development Files
Grant Files
Inspection Reports
Plan Lines
Service Requests
Subdivision Files
Survey Notes
Traffic Accident Reports
Traffic Studies
Project Files
Public Works - Service Center
Bid Information
Correspondence
Daily Worksheets
General Files (subject)
Police Department
Records Division:*
Accident Reports
Police Reports
Citations
Crime Report Logs
Field Interrogation Cards
Officer Daily Logs
Sergeants Rept. Logs
Warrants
Permits
Permits refused
Juvenile Sealed Records
Communications Division:
Alarm Logs
Daily Police Occurance Logs
Dispatch Sheets
Dispatch Logs
Dispatch Tapes
Fire Alarm Sheets
Private Prop. Tow Logs
Repossession Sheets (vehicle)
Subpoena Logs
Teletype Logs
RETENTION SCHEDUlE
~TE
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
Plans filed separately
Permanent
Current
Permanent
Current
Perm. if by Scv. Center
Repts generated by
$cv. Cntr are Perm.
Permanent
Permanent
2 Years
5 Years
3 Years
2 Years
2 Years
2 Years + Current
Terminated + 2 Years
3 Years
Permanent
Microfilmed after 2 yrs.
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* Retention, sealing,
and destruction of
Police records, pur-
suant to Penal Code
Sec. 851.8.
2 Years
2 Years
2 Years
2 Years
100 days
1 Year
2 Years
2 Years
2 Years
2 Years
Transferred to Fire
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Records Retention Schedule (cont.)
RECORD Tl TLE
rinance Department (cant.):
Inventories
Journals
Ledgers
Payroll Registers
Purchase Orders (numerical)
Receipts
Sales Tax Rec'd (State Contrlr.)
Time Cards
Community Services:
Accident Reports
Correspondence
Liability Forms
General files (by subject)
Community Center:
Correspondence
General, subject files
Tenant Files (incl leases)
Facility Reservations
Maintenance Records
Plans/Specs., Imprv. to C.C.
Purchase Orders
Building Department:
Permits
Plans
Signed Instruments (documents,
forms regarding building)
Correspondence
Planning Department:
Applications
Conditions
Elevations & Site Plans
Minutes
Notices - Public Hearings
Annexation Files
General Files (subject)
RETENTION SCHEDUlE
Permanent
Permanent
Permanent
Permanent
7 Years
Permanent
4 Years
Permanent
3 Years
3 Years
3 Years
3 Years
6 Years
6 Years
Permanent
6 Years
6 Years
Permanent
6 Years
Permanent
Permanent
Permanent
6 Mo. after Bldg Complete
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
Current
NOTE
Most on computer
2 copies, by recpt Hand
acct. II
Longer if legal ~ction
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Purged of unnessary info.