HomeMy WebLinkAboutRes 2019-13 - Dstrctn of Rcrds - FinanceRESOLUTION NO. 2019- 13
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
PALM DESERT, CALIFORNIA, SETTING FORTH ITS FINDINGS AND
AUTHORIZING THE DESTRUCTION OF PAPER RECORDS THAT HAVE
BEEN DIGITALLY IMAGED FROM THE FINANCE DEPARTMENT TO
RELY ON THE ELECTRONIC RECORD AS THE OFFICIAL RECORD.
WHEREAS, the Finance Department of the City of Palm Desert, California, has
imaged, in compliance with applicable state laws, official files, records, exhibits, permits,
and other documents of said department; and
WHEREAS, the images have been quality checked, and contain all significant
details from the original and are an adequate substitute for the original document for all
purposes for which the document was created or maintained; and
WHEREAS, indexing has been verified/quality checked; and
WHEREAS, the images have been placed on optical media that cannot be altered
or changed (DVD-r, CD-R, or WORM), microfilm or microfiche; and
WHEREAS, the optical media that cannot be altered or changed (DVD-r, CD-R, or
WORM), microfilm or microfiche, has been stored in a safe and separate location.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Palm Desert, California, as follows:
Section 1. That the above recitations are true and correct and constitute the
findings of the City Council in this matter.
Section 2. That it does hereby approve the destruction of the paper version
of the documents, records or files as set forth in Exhibit "A," attached hereto, to rely on
the images as the "Official Record" and will be retained for the applicable retention period.
Section 3. That the records consist of warrant registers, payroll changes,
transient occupancy tax forms and bank reconciliations for various fiscal years as
described in Exhibit "A".
RESOLUTION NO. 2019- 13
PASSED, APPROVED, AND ADOPTED at a regular meeting of the Palm Desert
City Council held on this 11 th day of April 2019, by the following vote, to wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
RACHELLE D. KLASSEN, CITY CLERK
CITY OF PALM DESERT, CALIFORNIA
SUSAN MARIE WEBER, MAYOR
Form RS-1/2018
RESOLUTION NO. 2019- 13
EXHIBIT "A"
DESTRUCTION OF FILES FROM THE FINANCE DEPARTMENT
Audit, Investment & Finance Committee agenda packets
FN-008
FY 11/12 — 17/18
FN-008
CDBG Committee agenda packets FY 11/12 — 17/18
FN-010
Outside Agency agenda packets FY 11/12 — 15/16
FN-016
Transient Occupancy Tax forms FY 16/17 — 17/18
FN-017
Bank Reconciliations FY 11/12 — 17/18
FN-022
Warrant Registers FY 15/16 — 17/18
FN-036
Payroll Change files CY 2014
Form RS-1/2018