HomeMy WebLinkAboutResolution No. 1932 28
RESOLUTION NO. f 1.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF DOWNEY ESTABLISHING A POLICY RELATIVE TO
THE DESTRUCTION OF RECORDS.
WHEREAS, Section 34090, 34090.5 and 34090.7 of the
Government Code of the State of California sets forth certain
proceedings for the destruction of City records; and
WHEREAS, the City Council of the City of Downey has
been advised by its special auditors that a policy should be
adopted for destruction of unneeded records; and
WHEREAS, the retaining and storage of documents, records
and papers which no longer serve any function creates an expense
in the administration of City Government by the wasteful utiliz-
ation of space, facilities and personnel; and
WHEREAS, it is to the best interest of all concerned
that documents, records and papers of the City be destroyed
when the same no longer have any use and when such destruction
is permitted by law.
NOW, THEREFORE , THE CITY COUNCIL OF THE CITY OF DOWNEY
DOES RESOLVE AS FOLLOWS:
SECTION 1. The following list of documents, records
and papers shall be retained permanently:
General ledgers, general journals, and cash books.
Bond and interest ledgers and records of bonds and
interest coupons destroyed.
Property ledger.
Deeds and other title papers.
Records of employee earnings and payroll deductions.
Memoranda relating to outstanding warrants or checks
not presented for payment, issue of duplicate
checks, etc.
Reports which include general ledger balance sheets,
trial balances, payroll summaries and analyses of
operating figures for a period longer than one
year.
Annual reports.
Auditor's reports.
Charts of accounts and manuals of instruction.
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SECTION 2. Pursuant to the provisions of Section
34090 of the Government Code a record, document, instrument,
book or paper under the charge of a department head may be
destroyed by the department head upon the written consent of
the City Attorney being obtained and upon the approval of the
legislative body. Nothing contained herein shall authorize
the destruction of items the destruction of which is prohibited
by law.
A department head wishing to destroy any such record,
document, instrument, book or paper shall submit a descriptive
list of the same to the City Attorney, which descriptive list
shall state the nature of the document, the date it was effective
and whether there are any continuing obligations affected by it.
If the City Attorney approves such list he shall submit such list
to the City Council with a resolution authorizing the destruction
of the described records.
In addition to other records which may be destroyed here-
under each department head shall give consideration to the des -
truction of the following records which have been maintained for
at least seven years and no such records, regardless of the pro-
visions of Section 34090 shall be destroyed prior to the expiration
of seven years.
Duplicate receipts for licenses, permits, etc.
Bank deposit books and record stubs.
Paid or cancelled expenditure vouchers.
Contracts and leases.
Record of formal bids and advertising for bids on
contracts and purchases where such procedure is
required.
Redeemed bonds and interest coupons (certificate of
their destruction must be kept.)
Bond and interest register (bond and interest ledger
should be kept permanently).
Insurance policies, fidelity bonds, and records
relating to claims.
Records of collateral pledged by depositories.
Memoranda relating to physical inventories.
Budget allotment documents.
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SECTION 3. Pursuant to the provisions of Section
34090.7 duplicate City records less than five years old but
which have been kept for three years may be destroyed by the
department head pursuant to the following procedures:
a) The department head shall submit a list to
the City Attorney certifying that the documents,
records, papers, instruments and books, shown
on said list are at least three years old and
are duplicates, the original or other copy of
which is maintained on file in the City records,
and the office or place in the City Hall where
such original or other duplicate is on file.
Further the department head shall certify
that such documents no longer are required
for the functions of his department and there
are no continuing obligations affected by such
duplicate or that in the event there is such a
continuing obligation that the maintenance of
such record in his office is not necessary.
Such records may be destroyed by the depart-
ment head upon the written approval of the City
Manager and the Director of Finance. In the
event the Director of Finance or the City
Manager is the one seeking to destroy the
records the approval of the City Attorney
shall be obtained in his stead.
SECTION 4. Pursuant to the provisions of Section
34090 the following described records may be destroyed by follow-
ing the procedures set forth in Section 2 hereof when the same
have been retained for five years.
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Requisitions.
Purchase orders.
Shipping notices and bills of lading.
Records of material received.
Invoices.
Registers of requisitions.
Time tickets.
Assignments, attachments, and garnishments.
Bank deposit slips and detailed records of items
deposited.
SECTION 5. The City Clerk shall certify to the adoption
of this Resolution.
APPROVED AND ADOPTED this . day of <.F , 1967.
Lam` 6 -t
Mayor
ATTEST:
City G .erk
I HEREBY CERTIFY that the foregoing Resolution No. 1 =>
was adopted at a y ` �4r meeting of the City Council of
the City of Downey held on the day of , of - ; , 1967,
by the following vote, to wit:
AYES: - Councilmen
NOES: Councilmen
ABSENT: Councilmen
•
City/Clerk
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