HomeMy WebLinkAboutCC RES 2017-68RESOLUTION NO. 2017-68
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 DEPARTMENT OF
FINANCE, TO RELY ON THE ELECTRONIC RECORD AS THE
OFFICIAL RECORD.
WHEREAS, the Department of Finance 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) 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. The records include warrant registers, accounts payable and cash
receipts from Fiscal Year 2013/2014 and journal vouchers for the period of Fiscal Year
2008/2009 through 2013/2014 (Exhibit "A").
Form RS-1/2016
G \FinancetNiamn Ortega\Retention tractung\RES 2017- - Destruction of Records - Finance 091817 docx
Monday, September 18, 2017
RESOLUTION NO. 2017- 68
PASSED, APPROVED, AND ADOPTED at a regular meeting of the Palm Desert
City Council held on this 28th day of September 2017, by the following
vote, to wit:
AYES: JONATHAN, KELLY, NESTANDE, WEBER, & HARNIK
NOES: NONE
ABSENT: NONE
ABSTAIN: NONE _ t.
JAN C. HARNIK, MAYOR
ATTEST:
R HELLE D. KLASSE ITY CLERK
CITY OF PALM DESERT, CALIFORNIA
Form RS-1/2016
G:1Finance1Niamh Ortega1Retenbon trackingtRES 2017-_ • Destruction of Records • Finance 091817.docs
Monday, September 18, 2017
RESOLUTION NO. 2017- 68
EXHIBIT"A"
DESTRUCTION OF FILES FROM THE OFFICE OF FINANCE
RETENTION NO. DESCRIPTION
FN-013 Vouchers and requests for payment FY 2013/2014
FN-019 Cash receipts FY 2013/2014
FN-020 Warrant registers FY 2013/2014
FN-026 Journal vouchers FY 2008/2009 — FY 2013/2014
Form RS-1/2016
G:\Finance\Niamh Ortega\Retention tracking\RES 2017-_ - Destruction of Records - Finance 091817.docx Monday, September 18, 2017