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HomeMy WebLinkAboutAgenda Report - March 19, 2008 E-100"o,I C) AGENDA ITEM em* CITY OF LODI COUNCIL COMMUNICATION Im AGENDA TITLE: Adopt Resolution Authorizing Destruction of Certain Citywide Records MEETING DATE: March 19,2008 PREPARED BY: Randi Johl, City Clerk RECOMMENDED ACTION: Staff recommends adoption of the proposed resolution authorizing the destruction of certain citywide records in accordance with the Government Code and the City's Records Management Policy. BACKGROUND INFORMATION: Section 34090 of the California Government Code provides for the destruction of certain City records with the approval of the legislative body by resolution and the written consent of the City Attorney. In addition, the City Clerk's office coordinated and compiled a listing of citywide records to be destroyed from the various departments pursuant to the City's Records Management Program and Policy (2007), which specifically provides for the annual destruction of said records in accordance with the Secretary of State's Records Retention Guidelines. FISCAL IMPACT: None FUNDING AVAILABLE: Not applicable. Attachments Randi Johl City Clerk APPROVED: Blair inn `, City Manager Emo io City of Lodi AUTHORITY TO DESTROY OBSOLETE RECORDS The below -listed department records have been retained in accordance with the City's Records Management Program Policy and Procedures and with applicable federal and state laws as set forth in the City of Lodi Retention Schedules. In accordance with the City's Records Management Program, with the consent of the Department Head, and upon written approval of the City Clerk and City Attorney, these recordswill be properly destroyed/disposed of. Note Documents will be reviewed forhistoncal value and. if applicable, retained in the archives Documents involved in litigation or pending audit will not be destroved Department: INTERNAL SERVICES Date: Total No. of Pages: MARCH 1$ 20 $ 1 1 Proposed Destruction 1 Date: VW Division: PURCHASING Prepared By: Sign u : SHERRY MOROZ Record Series Title Same as Retention Schedule Dates of Records Storage Location Box No. From and To PURCHASE ORDERS -12/31/00 MSC WAREHOUSE 32 BLANK PURCHASE ORDERS IVISG WAREHOUSE BLANK UTILITY BILLS REHOUSF .3 Department Head: �_,,iior"-1,111'n . moi Date: 3 ­ City City Clerk: U Date: Consent is hereby given to destroy the above -listed records: *City Attorney: �� Date: r Destruction Completed By: Printed Name Signature Date Attachment A - Form 4 (Authorkyto Destroy Records) *Signature certifies a City Attorney assessment that records are not relevant to existing or anticipated litigation I ". RESOLUTION NO. 2008-44 A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING DESTRUCTION OF CERTAIN CITYWIDE RECORDS WHEREAS, in accordance with Government Code Section 34090, the City Clerk and City Attorney have filed written consent to the destruction of certain Citywide records as specifically set forth in the attached inventory marked as Exhibit A, and thereby made a part hereof. NOW, THEREFORE, BE IT RESOLVED by the Lodi City Council that: I . The records heretofore identified are no longer required. 2. The Lodi City Council finds that the City Clerk and City Attorney have given written consent to the destruction of the records inventoried on Exhibit A attached hereto and the destruction of those records is hereby authorized. Dated: March 19, 2008 I hereby certify that Resolution No. 2008-44 was passed and adopted by the City Council of the City of Lodi in a regular meeting held March 19, 2008, by the following vote: AYES: COUNCIL MEMBERS— Hansen, Hitchcock, Johnson, Katzakian, and Mayor Mounce NOES: COUNCIL MEMBERS— None ABSENT COUNCIL MEMBERS— None ABSTAIN: COUNCIL MEMBERS— None City of Lodi AUTHORITY TO DESTROY OBSOLETE RECORDS The below -listed department records have been retained in accordance with the City's Records Management Program Policy and Procedures and with applicable federal and state laws as set forth in the City of Lodi Retention Schedules. In accordance with the City's Records Management Program, with the consent of the Department Head, and upon written approval of the City Clerk and City Attorney, these records will be properly destroyed/disposed of. Note: Documents will be reviewed forhistorical value and, if applicable, retained in the archives. Documents involved in litigation or pending audit will not be destroyed. Department: Administration Date: Janua 22, 2008 Total No. of Pages: 315 Proposed Destruction Date: TBD Division: Cit Manager Prepared By: Susan Lake Sig re: (- E �: A, Record Series Title Same as Retention Schedule Dates of Records From and To Storage ocation Box No. Miscellaneous payroll info. 1998 - 2005 City Manager's office Management Team minutes 812004 - 0112005 City Manager's office City Manager's weekly update 1012003 - 112005 City Manager's office Department Head: C'. A� Date: City Clerk: Consent is hereby given to 'City Destruction Completed By: the above -listed records: Date: Date: 3I Lo Printed Name Signature Date Attachment A - Form 4 (Autholityto Destroy Records) 'Signature certifies a City Attorney assessment that records are not relevanf to existing or anticipated litigation. City of Lodi AUTHORITY TO DESTROY OBSOLETE RECORDS The below -listed department records have been retained in accordance with the City's Records Management Program Policy and Procedures and with applicable federal and state laws as set forth in the City of Lodi Retention Schedules. In accordance with the City's Records Management Program, with the consent of the Department Head, and upon written approval of the City Clerk and City Attorney, these records will be properly destroyed/disposed of. Note: Documents will be reviewed for historical value and, if applicable. retained in the archives. Documents involved in litiaation or Aendinq audit will not be destroyed. Department: Administration I Date: 08 1 Total No. of Pages: I Proposed Destruction Division: City Attorney Prepared By: Peggy Nicolini 5ignaturg5 f Record Series Title (Same as Retention Schedule) Dates of Records (From and To) Date $les closed Storage Locaatlo Box No. Dockterv.City of Lodi April 21, 2005 City Hall Vault Ghandar v.Cityof Lodi .laniiary 1 2005 1 City Hall Vault Henson v.City of Lodi March 11,2005 City Hall Vault MierS V. City of I Mi Mav R gM.ri I Citv Hail Vault Firefighters v. ned Picazo May 9,2005 City Hail Vault Nelson v. City of Lodi April 12, 2005 City Hail Vault Quesada v. COL April 4, 2005 City Hall Vault Smalley v. COL Feb. 8,2005 City Hall Vault Thalken v. COL May 5, 2005 City Hall Vault - .. . • G�1_ Date: � 2 OC 6 Date: Consent is hereb iven to destroythe�"-Iisted records: *City Attorney: —Date: -_-4-7 1 U b Destruction Completed By: Printed Name Signature Date Attachment A - Form 4 (Authority to Destroy Records) 'Signature certifies a City A/fomey assessmentfhatrecords are not relevant to existing or anticipated litigation, City of Lodi AUTHORITY TO DESTROY OBSOLETE RECORDS The below -listed department records have been retained in accordance with the City's Records Management Program Policy and Procedures and with applicable federal and state laws as set forth in the City cf Lodi Retention Schedules. In accordance with the City's Records Management Program, with the consent of the Department Head, and upon written approval of the City Clerk and City Attorney, these records will be properly destroyed/disposed of. Note: Documents will be reviewed for historical value and. if applicable, retained in the archives. Documents involved in litigation orpendinp audit will not be destroved. Department: a e: Total No. of Pages: I Froposedes ruc Ion Cit Clerk 1/7/08 I Date: TBD Division: repare By: JenniferPerrin& Signature:/3 Elections &O erations Corina Farnsworth Dates of Records Storage Location Box No. Record Series Title Same as Retention Schedule (From and To) Precinct Lists and Maps from the 2005 and prior City Clerk Vault County Registrar of Voters (NOTE: Originals are maintained by San Joaquin County Registrar ofVoters Office) City Council Calendars and City 2005 and prior City Clerk's Office Council/City Clerk Travel City Council and City Clerk's 2005 and prior City Clerk's Office Office cieneral correspondence Citv Council meeting packets 2005 and prior City Clerk Vault (NOTE: These records have been scanned, indexed, and are accessible in Shirtsleeve Session meeting 2005 and prior City Clerk Vault packets (NOTE: These records have been scanned, indexed, and are accessible in the City's e -records system) Notice oF Public Hearings 2005 and prior City Clerk's Office Legal Advertising/Proof of 2003 and prior City Clerk's Vault Publications Weed Abatement Files 2005 and prior City Clerk's Office City Council Audio & Video Tapes 2006 and prior City Clerk's Office Administration/Campaign 2002 and prior City Clerk Vault Statements and Conflict of Interest Candidate Statements 2003 and prior 1 City Clerk Vault Nomination Papers 2003 and prior I Citv Clerk Vault Department Head: - Date: 0 i City Clerk: Date: Attachment A — Form 4 (Authority to Destroy Records) 'Signature ceitif-res a CityAttomey assessmentthat records are not►elevant to existing or anticipated litigation. City of Lodi Consent is hereby given to destroy th above -listed records: *City Attorney: �_ Date Destruction Completed By: Printed Name Signature Date Attachment — Form 4 (Authority to Destroy Records) Signature certifies a ChyAttomey assessment that records are not relevantto existing or anticipated litigation City of Lodi AUTHORITY TO DESTROY OBSOLETE RECORDS The below -listed department records have been retained in accordance with the City's Records Management Program Policy and Procedures and with applicable federal and state laws as set forth in the City of Lodi Retention Schedules. In accordance with the City's Records Management Program, with the consent of the Department Head, and upon written approval of the City Clerk and City Attorney, these records will be properly destroyed/disposed of. Note: Documents will be reviewed for historical value and. if applicable. retained in the archives. Documents involved in litigation orpending audit will not be destroved. Department: Date: Total No. of Pages: Proposed Destruction 1 Date: TBD Internal Services January 30,2007 E Division: Human Resources Prepared By: Dean Gualc0Signature: Dates of Records I storage Location I ox No. Record Series Title Same as Retention Schedule From and To Recruitment Examination All files prior to Garage 1-10 Files December 31, 2001 25 E. Pine Street Salary Surveys All files Prior to Garage 12-15 December 31, 2002 25 E. Pine Street Employment Files I All files prior to I Garage 16-20 Terminations December 31, 1994 25 E. Pine Street Department Head: i/IIf n��.r Date: 3 -13,4 City Clerk: Date: Consent is hereby given to destroy the above -listed records: *City Attomsy: � Date:. ) Destruction Completed By: Printed Name Signature Date Attachment A — Form 4 (Authorityto Destroy Records) 'Signature certifiesa G1tyAttomey assessment that xemxdsare not relevant to existingoranticipated litigation. City of Lodi AUTHORITY TO DESTROY OBSOLETE RECORDS The below -listed department records have been retained in accordance with the City's Records Management Program Policy and Procedures and with applicable federal and state laws as set forth in the City of Lodi Retention Schedules. In accordance with the City's Records Management Program, with the consent of the Department Head, and upon written approval of the City Clerk and City Attorney, these records will be properly destroyed/disposed of. Note: Documents will be reviewed for historical value and, if applicable, retained in the archives. Documents involved in litigation orpendinq audit will not be destroved. Department: Administrative Services Date: January 18, 2008 Total No. of Pages: Proposed Destruction Date: TB13 Division: HR -Risk Management Prepared By: Signature: Janet Hamilton Record Series Title Same as Retention Schedule Dates of Records From and To Storage Locafidn Box No. General Liability Claim files 1984-2002 Parking Garage 1 General Liability Claim files 1984-2002 Parking Garage 2 General Liability Claim files 1984-2002 Parking Garage 3 General Liability Claim files 1984-2002 Parking Garage 4 General Liability Loss Runs 2005-06 Parking Garage 5 GL Quarterly reports 1999-2003 Parking Garage 6 GL Quarterly reports 1999-2003 Parking Garage 7 GL TPA invoices 2000-02 Parking Garage 8 GL TPA invoices 2000-02 Parking Garage 9 GL trust fund transfers 1998-2001 Parking Garage 10 GL trust fund transfers 1998-2001 Parking Garage 11 Incident Reports 1996-2000 Parking Garage 12 Incident Reports 1996-2000 Parking Garage 13 Incident Reports 1996-2000 Parking Garage 14 Excess Carrier agenda packets Parking Garage 15 Budget documents Parking Garage 16 Requests for Residential Refuse Rate Reduction 1992-95 Parking Garage 17 Surveys Parking Garage 18 Training manuals Parking Garage 19 Sample misc. policies Parking Garage 20 Department Head:-.�, �.f.� 1 c.,�- Date: 01 City Clerk: Consent is hereby given to destroy the above -listed records: Date: Attachment A - Form 4 (Authority to Destroy Records) l- L/ -GIF' Signature certifesa City Attomey assessment that records are not relevant to existing or anticipated litigation. City of Lodi *City Attorney: Date: 3 fL71 d Destruction Completed By: Printed Name Signature Date Attachment A — Form 4 (Authority to Destroy Records) 'Signature certifies a CityAttorney assessment that records are not relevant to existing or anticipated litigation. City of Lodi AUTHORITY TO DESTROY OBSOLETE RECORDS Department: Finance Date: 1118108 Total No. of Pages: 1 Proposed Destruction Date: Division: Revenue Prepared By: Signature: Gail Glissman Record Series Title Same as Retention Schedule Dates of Records From and To Storage Location Box No. Business Tax Applications 2002 Finance Basement CIS Daily Postings & Journals July 2001 -June 2002 Finance Basement Service Orders/Utility Contract July 1999 -June 2002 Finance Basement Correspondence July 2003 -June 2004 Finance Basement Deposit Refunds July 2000 -June 2002 Finance Basement EnforcementTechnology Parking Balancing Reports July 1993 -June 2002 Finance Basement Lodi Downtown Business Partnership Collections July 1999-June2002 Finance Basement Miscellaneous Receivables Juiy 2001 -June 2002 Finance Basement Returned Checks July 2002 -June 2004 Finance Basement Pet License Applications July 1998-June2002 Finance Basement Department Head: Y&,(, YZ Date:—.,/,?,? Ap u City Clerk: Date: Consent is hereby given to destroy the above -listed records: 4�,)L*City Attorne�Y, Date: 1 Destruction Completed By: Attachment A – Form 4 (Authority to Destroy Records) 'Signature certifies a CityAttorney assessment that records are not relevant to existing or anticipated litigation. City cf Lodi Printed Name Signature Date Attachment A — Form 4 (Authority to Destroy Records) `Signaturecertifies a CityAnomey assessment that records are not relevant to existing or anticipated litigation. City of Lodi AUTHORITY TO DESTROY OBSOLETE RECORDS The below -listed department records have been retained in accordance with the City's Records Management Program Policy and Procedures and with applicable federal and state laws as set forth in the City of Lodi Retention Schedules. In accordance with the City's Records Management Program, with the consent of the Department Head, and upon written approval of the City Clerk and City Attorney, these records will be properly destroyed/disposed of. Note: Documentsw+ll be reviewed Fcrhistotical value and. ifapp cable, retained in the archives. Documents involved in litigation or pending audit will not be destroved. Department: internal Services Date: 01-29-08 Total No. of Pages: 1 Proposed Destruction Date: TBD Bivisioiad Services atur Bmywmer Dates of Records I Stor a ocation Box 1!To. From and To Record Series Title Same as Retention Schedule) Next Step/Leave Balance 2004-2005 Finance Basement Payroll Edit Registers 2004-2005 Finance Basement Payroll Journal Detail 2004-2005 Finance Basement Payroll Integrity Reports 2004-2005 Finance Basement Payroll Voucher Detail 2004-2005 Finance Basement Payroll Check Registers 2004-2005 Finance Basement Wage Attachment Report 2004-2005 Finance Basement Overtime Cards 2003-2004 Finance Basement Accounts Payable Final Post 2004-2005 Finance Basement Accounts Payable Payment R ister 2004-2005 Finance Basement Accounts Payable Payment Grow 2004-2005 Finance Basement Accounts Payable Cash R29uirements 2004-2005 Finance Basement Accounts Payable Posting Etfi't 2004-2005 Finance Basement Accounts Payable Edit Report 2004-2005 Finance Basement Collectors Daily Reports 2004-2005 Finance Basement Misc. Journal Entries 2001-2002 Finance Basement Wire Transfers 2004 Finance Basement Inventory 2003-2005 Finance Basement Department Head: Date: ' a9/0'r City Clerk-. Consent is hereby given to destroy the above -listed records: Date: Attachment A -Form 4 (Authorityto Destroy Records) Signature certifies a City Attorney assessment that records are not relevant to existrn g or anticipated litigation. City of Lodi "City Attomey: c~ Date: 2::L1 L oIC6 Destruction Completed By: Printed Name Signature Date Attachment A — Form 4 (Authority to Destroy Records) signature ceriifres a ChyAtiomey assessmentthatrecords are not relevantfo existing or anticipated litigation. City of Lodi AUTHORITY TO DESTROY OBSOLETE RECORDS The below -listed department records have been retained in accordance with the City's Records Management Program Policy and Procedures and with applicable federal and state laws as set forth in the City of Lodi Retention Schedules. In accordance with the City's Records Management Program, with the consent of the Department Head, and upon written approval of the City Clerk and City Attorney, these records will be properly destroyed/disposed of. Note Documents will be reviewed forhistorical value and, if applicable. retained in the archives. Documents involved in Istsgafion orpendsna audit will not be destroyed Department: INTERNAL SERVICES Date: MARCH 18 2008 Total No. of Pages: 1 Proposed Destruction Date: TBD Division: PURCHASING Prepared By: SHERRY MOROZ Signu Record Series Title Same as Retention Schedule Dates of Records From and To Storage Location Box No. PURCHASE ORDERS 1/01/92 - 12/31/00 MSC WAREHOUSE 37 BLANK PURCHASE ORDERS MSC WARFHOUSE 3 BLANK UTILITY BILLS MSC WAREHOUSE 3 Department Head:-» - City Clerk: iz Date: — 1 —a Date: Consent is herebygiven to destro the above -listed records: *City Attorney: Date: J Destruction Completed By: 11) - D6 Printed Name Signature Date Attachment A - Form 4 (Authority to Destroy Records) Signature certifies a CityAttorney assessmentthat records are not relevant to existing or anticipated litigation. City of Lodi AUTHORITY TO DESTROY OBSOLETE RECORDS The below -listed department records have been retained in accordance with the City's Records Management Program Policy and Procedures and with applicable federal and state laws as set forth in the City of Lodi Retention Schedules. In accordance with the City's Records Management Program, with the consent of the Department Head, and upon written approval of the City Clerk and City Attorney, these records will be properly destroyed/disposed of. Note: Documents will be reviewed for historical value and, if applicable, retained in the archives. Documents involved in litioation orpendina audit will not be destroved. Department: I Date: f as O Total No. of Pages: Proposed De truc 'on Date: Li! 5 Division: (rc c-b� t�15i Prepared By: Signatures ,) Record Series Title (Same as Retention Schedule) Dates of Relcords (From and To) Storage Location x No. City Clerk: Date: Consent is hereby given to destroy the above -listed records: *City Attorney: 4 Date: Destruction Completed By: Printed Name Signature Date Attachment A — Form 4 (Authority to Destroy Records) 'Signature offiffies a City Attorney assessment thatrecord s are not relevant to existing or anticipated Ifigation. City of Lodi AUTHORITY TO DESTROY OBSOLETE RECORDS The belowlisted department records have been retained in accordance with the City's Records Management Program Policy and Procedures and with applicable federal and state laws as set forth in the City cf Lodi Retention Schedules. In accordance with the City's Records Management Program, with the consent of the Department Head, and upon written approval of the City Clerk and City Attorney, these records will be properly destroyed/disposed of. Note: Documents will be reviewed for historical value and, if aoolicable. retained in the archives. Documents involved in litigation or nending audit will not be destroved. Department: p Date: i �aa( Total No. of Pages: g Proposed Destro tion Date: N Division: Prepared By: Signature: Record ries Title (Same as Retention Schedule) Dates of Rec rds (From and To) Storage Location BcW No. r7 .00..{ 1 S rou , e / Department Head T Date: City Clerk: Date: Consent is hereby given to destro the above -listed records: *City Attorney:. Dater iCU Destruction Completed By: Printed Name Signature Date Attachment A — Form 4 (Authority to Destroy Records) 'Signature certifies a City Attomey assessment ihatrecords are not relevant to existing oranticipated litigation, City of Lodi AUTHORITY TO DESTROY OBSOLETE RECORDS The below -listed department records have been retained in accordance with the City's Records Management Program Policy and Procedures and with applicable federal and state laws as set forth in the City of Lodi Retention Schedules. In accordance with the City's Records Management Program, with the consent of the Department Head, and upon written approval of the City Clerk and City Attorney, these records will be properly destroyedldisposed of. Note: Documents will be reviewed for historical value and, if applicable, retained in the archives. Documents involved in litigation or Rending audit will not be destroyed. Department: i C e Date: { I Total No. of Pages: Proposed truction Date: � 75109 Division: cZrninr'SfM- iori Prepared By: , M r Sig tura: Record Series Title Same as Retention ScheduleL Dates o Records rom and To &"WLo"t o Box No. r N nd Sru1C's+ Q' io 10 + rJ I`S fr ' 4rA*OY' Q t, Tl or ap Employmeo44 or G Sur ck&+e Per onn l i I ` orf r-e+tres WkO (rior r� d� 4 Department He d: Date: City Clerk: Consent is hereby given to destroy the above -listed records: *City Destruction Completed By: Date: Date: 1161 Printed Name Signature Date Attachment A - Form 4 (Authority to Destroy Records) "sfgnature creri es a City Attorney assessment that records are not relevant to existing or anticipated 109atinn. City of Lodi AUTHORITY TO DESTROY OBSOLETE RECORDS The below -listed department records have been retained in accordance with the City's Records Management Program Policy and Procedures and with applicable federal and state laws as set forth in the City of Lodi Retention Schedules. In accordance with the City's Records Management Program, with the consent of the Department Head, and upon written approval of the City Clerk and City Attorney, these records will be properly destroyed/disposed of. Note; Documents will be reviewed for historical value and, if applicable, retained in the archives. Documents involved in litigation or pending audit will not be destroved. City Clerk: Date: 1%3r%o0 7f Date: Consent is hereby given to destroy the above -listed records: *City Attorney: a 1( l Date: �Ic Destruction Completed By: Printed Name Signature Date Attachment A — Form 4 (Authority to Destroy Records) 'Signature certifies a City Attorney assessmentthat records are not relevant to existing or anticipated litigation Department: Public Works Date: 1130108 Total No. of Pages: Proposed Destruction—] I of 4 Date: Tt3 l Division: Municipal Service Centerq&4U__ Prepared By: Michelle N. Si atu Record Series Title Same as Retention Schedule Dates of Records From and To Storage cation Box No. Human Resources -Non -City Employee -Delta Work Stud 1976-1977 MSC Server Rm 94028 Human Resources -Non -City Employee -Manpower 1977 MSC Server Rm 94028 PW Streets — Personnel Data 1970-1975 MSC Server RM 94028 PW Streets - Personnel Data 1976-1979 MSC Server RM 94028 Human Resources- Streets- Annual Perf. Reports 1977-1J85 MSC Server Rm _ 94028 PW Streets — Personnel Data 1979-1981 MSC Server Rm 94028 Human Resources — Streets- Probation Reports._ 1972-1984 MSC Server Rm 94028 _ PW Streets — Personnel Data 1981-1983 MSC Server Rm 94028 PW Streets — Personnel Data 1984-1985 MSC Server Rm 94028 PW Streets — Personnel Data 1986-1987 MSC Server Rm 94028 Human Resource — Summer Youth Employees 1981-1982 MSC Server Rm 94028 Human Resource — Summer Laborers 1983-1986 MSC Server Rm 94028 Human Resource — Summer Apps 1981 MSC Server Rm 94028 Human Resource —Summer Youth Employees 1983 MSC Server Rm 94028 City Clerk: Date: 1%3r%o0 7f Date: Consent is hereby given to destroy the above -listed records: *City Attorney: a 1( l Date: �Ic Destruction Completed By: Printed Name Signature Date Attachment A — Form 4 (Authority to Destroy Records) 'Signature certifies a City Attorney assessmentthat records are not relevant to existing or anticipated litigation City of Lodi AUTHORITY TO DESTROY OBSOLETE RECORDS The below -listed department records have been retained in accordance with the City's Records Management Program Policy and Procedures and with applicable federal and state laws as set forth in the City of Lodi Retention Schedules. In accordance with the City's Records Management Program, with the consent cf the Department Head, and upon written approval of the City Clerk and City Attorney, these records will be properly destroyed/disposed of. Note: Documents will be reviewed for historical value and. if applicable. retained in the archives. Documents involved in fitipation or pending audit will not be destroyed. Department: Public Works Date: 4130108 Total No. of Pages: 2 of 4 Proposed Destruction Date: T Division: Municipal Service Center Prepared By: Michelle N S' t M Record Series Title Same as Retention Schedule Dates of Records From and To Stora 1-ocatio Box No. Human Resource -Personnel Separated Employees 1988-1995 MSC Server Rm P1 Human Resource -Personnel Separated Employees 1994-1999 MSC Server Rm P2 Human Resource -Personnel Return to Duty Slips 2004 MSC Server RM P3 Finance —Purchase Orders 6/1988 -1 211 991 _ MSC Server Rm P01 Finance-PurchaseilNwMel 10 2W0001 ,. erver Rm tW Ihq;Wg6u*ctWP0r::5b14Ak$ 2002-2003 MSC Server Rm Pa roll Cards & Time Sheets I Y P02 P4 Department Head 1., �J, x ate: 11-31 0,6 ,JD City Clerk Date: Consent Is hereby given to destroy the above -listed records: *City Attorney:, Date: Destruction Completed By: Printed Name Signature Date Attachment A - Form 4 (Authorityto Desfioy Records) Signature certrFes a City Attorney assessmentthat records are not relevant to existing or anticipated litigation. City of Lodi AUTHORITY TO DESTROY OBSOLETE RECORDS The below -listed department records have been retained in accordance with the City's Records Management Program Policy and Procedures and with applicable federal and state laws as set forth in the City of Lodi Retention Schedules. In accordance with the City's Records Management Program, with the consent of the Department Head, and upon written approval of the City Clerk and City Attorney, these recordswill be properly destroyed/disposed of. Note: Documents will be reviewed for historical value and. if applicable, retained in the archives. Documents involved in litigation or pending audit will not be destroyed. Department: Public Works Date: 1130108 Total No. of Pages: Proposed Destruction 3 of 4 ate: t Division: Municipal Service Prepared By: Michelle N. Si a w Center Record Series Title Dates of Records StoniV lociTiVii Box o. Same as Retention Schedule From and To Finance - Operation 1996 MSC Server RM _ 94 D Statements Administration - Hazardous 1996 MSC Server Rm 94D Conditions Administration - Confidential _ 1996 MSC Server Rm 94D Claims Administration - Confidential 1996 MSC Server Rm 94D Administration - Hazardous 1995 MSC Server Rm 94D Conditions Administration - Confidential 1995 MSC Server Rm 94D Claims Administration - Confidential _ 1995 MSC Server Rm 94D Finance - Operation 1995 MSC Server Rm 94D Statements Finance -Claims July - Dec. 1996 MSC Server Rm 940 Finance - Special Allocations 1992-1993 MSC Server Rm 94D PW Streets -Central California 1993 MSC Server Rm 94D PW Streets -Southern Pacific 1993 MSC ServerRm 94D Rnilm;;rf I Department Head: � � �� G�.��- ate: City Clerk: Date: Consent is hereby given to destroy the above -listed records: *City uestructlon Uompletea tiy: Date: r-�) 1 U Printed Name Signature Date Attachment A - Form 4 (Authority to Desb-oy Records) Signature certrTes a CityAttorney assessment that records are not relevant to existing or anticipated litigation City of Lodi AUTHORITY TO DESTROY OBSOLETE RECORDS The below -listed department records have been retained in accordance with the City's Records Management Program Policy and Procedures and with applicable federal and state laws as set forth in the City of Lodi Retention Schedules. In accordance with the City's Records Management Program, with the consent of the Department Head, and upon written approval of the City Clerk and City Attorney, these records will be properly destroyed/disposed of. Note Documents will be reviewed for historical value and, if applicable, retained in the archives Documents involved in litigation or pending audit will not be destroyed Department: Public Works Division: Municipal Service Center Date: 1130/08 Total No. of Pages: Proposed Destruction 4 of 4 Date: Tom' Prepared By: Michelle N. Sign ure: - Rec J Series Title Sarre as Retention Schedule Dates of Records From and To)_ Storage cation Box No. Personnel -Employee Time 1994-2002 MSC Server Room --- PW Streets -Landscaping 1992-1995 MSC Server Room _-- Finance-Transferof Charges 1994 MSC Server Room --- Finance-Receipts 1992 MSC Server Room --- Finance-Receipts 1994-1998 MSC Server Room --- Finance-Trans. Analysis Reports 2001 MSC Server Roomer Public Works -Inventory 1994-1995 MSC Server Room --- Finance—Accounts Payable 1989-1990 MSC Server Room --- Public Works — Reports 2002 MSC Server Room _-- Finance—Accounts Payable 1989-1991 MSC Server Room Finance—Accounts Payable 198911990-1111994 MSC Server Room Finance—Accounts Payable 7/1994-611989 ewer Room --- Public Works — Inventory 1997.1998. & 1999 MSC Server Room Department Head: �, ` ��,� .J`�. .ch. -- ate: Y16 5 OA City Clerk: Date: Consent is hereby given to deeroy the above -listed records: "City Attorney: ; 1 ( Date: i v I oe Destruction Completed By: Printed Name Signature Date Attachment A - Form 4 (Authorityto Destroy Records) 'Signature certifies a City Attorney assessment that records are not relevant to existing or anticipated litigation. City cf Lodi AUTHORITY TO DESTROY OBSOLETE RECORDS The below -listed department records have been retained in accordance with the City's Records Management Program Policy and Procedures and with applicable federal and state laws as set forth in the City of Lodi Retention Schedules. In accordance with the City's Records Management Program, with the consent of the Department Head, and upon written approval of the City Clerk and City Attorney, these records will be properly destroyed/disposed of. Note: Documents will be reviewed for historical value and. if applicable, retained in the archives, Documents involved in libation ocpendin _.audit will not be destroyed Department: Library _ Division: Date: 1/7108 Total No. of Pages: 1 Proposed Destruction Date: TBD Prepared By: Sandra Brage Dates of Records From and To Signa re: a.pjor ((_ Storage Location T BojMo, Record Series Title Sameas Retention. Schedule). Payroll documents ' _ f Jan -Dec 2004 Sandra's file cabinet t f Department HeadDate: City Clerk: Date: 3 o� Consent is hereby given to destroy the above -listed records: *City Attorney:_ Date:v� Destruction Completed By: Printed Name Signature Date Attachment A — Form 4 (Authority to Destroy Records) 'Signature certifies a City Attorney assessment that records are not relevant to existing or anticipated litigation. Department: ire Date: Total o. of Pages: Proposed Destruction Date: TBD Prepared By: Linda Hoover Signature: Division: Administration Same as Retention Schedule) (From and To) AGGI S. Payable —invoices/Copies zUU0 FireAdmin. Claim Vouchers/Copies 2003/2004 2004/2005 Fire Admin. 3 Correspondence 2004/2005 Fire Admin. 3 Expendable Trust/Copies 200312004 200412005 Fire Admin. 3. Expend itureliransaction Analysis Reports/Copies 2003/2004 2004/2005 Fire Admin. 2 FLSAICopies 200312004 2004/2005 Fire Admin. 3 Leave Balances/Copies 7/7/2003 — 7/3/2005 Fire Admin. 3 Minutes/Copies 712003 -- 6/2005 Fire Admin. 3 Performance Incentive Bonus/Copies 2004 Fire Admin. 3 Purchase OrderslCopies 2003/2004 2004/2005 Fire Admin. 3 Stripe Team Reimbursements 1999 —2004 Fire Admin. 3 Supply Order Requests/Copies 2005/2006 Fire Admin. 2 Time -Off Requests 2004 & 2005 Fire Admin. 2 Uniform Allowance/Copies 2004 & 2005 Fire Admin. 3 Department He Date: 4 City Clerk: Date: Consent is hereby given to dextro the above -listed records: 'City Attorney:'1 —mac Date: Destruction Completed By: Printed ame Signature Date AttachmentA — Form 4 (Authoritylo Destroy Records) `Signature certifiesa City Attorney assessment that records are not relevant to existing or anticipated litigation. City of Lodi AUTHORITY TO DESTROY OBSOLETE RECORDS The below -listed department records have been retained in accordance with the City's Records Management Program Policy and Procedures and with applicable federal and state laws as set forth in the City of Lodi Retention Schedules. In accordance with the City's Records Management Program, with the consent of the Department Head, and upon written approval of the City Clerk and City Attorney, these records will be properly destroyedJdisposed of. Note: Documents will be reviewed for historical value and, if applicable. retained in the archives. Documents involved in litigation or pending audit will not be destroyed. Department: Fire Date: 1109108 Total No. of Pages: Proposed Destruction Date: TBD Division: Prevention Prepared By: Carl Shates Signatu, rVc 'L Record Series Title Same as Retention Schedule Dates of Records From and To Storage Location Box No. Permit l=ees Deposit receipts 812005 -- 12/2005 Fire Admin? 1 Apartment Inspection logs 2004 —2005 Fire Admin 1 Utility Authorization 2004-2005 Fire Admin 1 Letters of Transmittal 2005 —2005 Fire Admin 1 Request for inspection 2004 —2005 Fire Admin 1 Fire Works Permits 2003-2004 Fire Admin 1 Wank Removal Permits 2003-2004 Fire Admin 1 Candle permits 2004 —2005 Fire Admin 1 Knox Box Auth. Forms 2004 —2005 Fire Admin 1 Weed Abatement 2000 —2005 Fire Admin 2 Department He YA4�Date: 4 O City Clerk: Date: Consent is hereby given to destroy the above -listed records: City Attorney: Date: CJI Destruction Completed By: Printed Name Signature Date Athachment A - Form 4 (Authority to Destroy Records) 'Signaturecerfif+es a CityAttomey assessment that records are not relevant to existing or anticipated litigation.