HomeMy WebLinkAboutResolution No. 6086 RESOLUTION NO. 6086
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF DOWNEY ESTABLISHING A POLICY FOR
DESTRUCTION OF CERTAIN OBSOLETE RECORDS.
WHEREAS, the City Manager has advised the City Council that certain records within
the Purchasing Division have become obsolete within a specified time; and
WHEREAS,there is a fiscal need to periodically purge obsolete records;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF DOWNEY DOES
RESOLVE AS FOLLOWS:
Section 1. Destruction. The City Council hereby approves the destruction of the
following records,unless there is known to be litigation pending which might require their
retention:
(a) Purchase Orders and corresponding requisitions which are over five (5)
years old.
(b) Purchase Requisitions for office supplies which are over two (2) years old.
Section 2. Procedure. No Purchasing Division record described above shall be
destroyed except in accordance with the following procedure:
(a) Prior to November of each year, the Purchasing Manager shall forward a
copy of this resolution, or the resolution subsequently issued to replace it,
to the Finance Director for review.
(b) When approval of the procedure and policy has been received, the
Purchasing Manager shall determine which records have been kept for the
length of time required by Section 1 of the resolution and are thus no
longer needed by the Purchasing Division or any other City department
and the Purchasing Manager shall oversee the destruction of these records.
PASSED, APPROVED AND ADOPTED this 26th day of August , 1997.
44.,d-rtte,-)mx1, •
OR , BAR:/,RA J. RILEY
ATTEST:
CITY CLERK , JUDITH E. MC DONNELL
RESOLUTION NO. 6086
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the City
Council of the City of Downey at a regular meeting thereof, held on the 26th day of
August , 1997,by the following vote of the Council:
AYES: 4 COUNCILMEMBERS McCaughan, Lawrence, Brazelton, Riley
NOES: 0 COUNCILMEMBERS None
ABSENT: 1 COUNCILMEMBERS McCarthy
ABSTAIN: 0 COUNCILMEMBERS None
/
' CITY CLERK
JUDITH E. MC DONNELL
H:IPURCHASE\CROBERTO\PRCHRCDS.RES
III
2