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CC Resolution 8167 " " 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~,) . .' . 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 ( 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 '. ( 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. " * 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 ~. ( 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 " Purged of unnessary info.