HomeMy WebLinkAboutRes 06-1 Destruction of Records - FilesREQUEST:
DATE:
CONTENTS:
Recommendation:
CITY OF PALM DESERT
FINANCE DEPARTMENT
STAFF REPORT
APPROVAL OF RESOLUTION NO. 06-1 AUTHORIZING THE
DESTRUCTION OF FILES FROM THE FINANCE DEPARTMENT
JANUARY 12, 2006
RESOLUTION NO. 06-1
EXHIBIT A
By Minute Motion, that Council approve Resolution No. 06-1 authorizing
the destruction of files that have been digitally imaged.
Background:
Finance Department official files, records, exhibits and other documents as listed on
"Exhibit A" have been imaged on digital imaging discs.
The digitally imaged discs will be stored and retained for substantially less cost than the
original documents and with fewer hazards from fire and water damage. The original
set of discs will be kept in a fireproof safe, while a copy is kept in the safe deposit box at
Union Bank of California. Information can be easily retrieved and printed if needed.
Submitted by:
14 5
Paul S. Gib ,
Director of inanc City reasurer
Approval:
Carlos L. Ortega f/
City Manager
GAFinance\Niamh Ortega\Wpdocs\PGibson\Staff Reports\destruction of files.rtf
RESOLUTION 06-1
A RESOLUTION OF THE CITY COUNCIL FOR THE CITY OF PALM
DESERT, CALIFORNIA, SETTING FORTH ITS FINDINGS
AUTHORIZING THE DESTRUCTION OF FILES FROM THE OFFICE OF
THE DIRECTOR OF FINANCE THAT HAVE BEEN DIGITALLY
IMAGED.
WHEREAS, the Office of the Director of Finance of the City of Palm Desert,
California, has digitally imaged official files, records, exhibits and other documents of
said office; and
WHEREAS, said digitally imaged files may be stored and retained for
substantially less cost than the original documents and with less hazard from fire and
water damage.
NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Palm
Desert, California, as follows:
1. That the above recitations are true and correct and constitute the findings
of the City Council of this case; and
2. That it does hereby approve the destruction of all documents and records
of files as set forth in Exhibit "A" (attached hereto), which have been
digitally imaged.
PASSED, APPROVED AND ADOPTED at a regular meeting of the City of Palm Desert,
California, held on this 12th day of January, 2006, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
RACHELLE D. KLASSEN, CITY CLERK JIM FERGUSON, MAYOR
CITY OF PALM DESERT
FINANCE DEPARTMENT IMAGE DOCUMENTS
Approval to Destroy Records
MONTH END/YEAR END REPORTS (Fiscal Years:1980-81 to 2002-2003)
Account Activity Listing
Accrual Register
Adjusting Journal
Audit Work paper Book (Information given to Auditors)
Auditors Worksheet
Batch Transaction Report
Balance Sheet
Batch Log of Receipt Journals, General Journal, End of Month
Budget Preparation Worksheets
Building Receipts Accounting
Cash Receipt Report
Check Register
Current Project Transaction
Demand Register/Voucher Register/Check Issue Report
Detail Budget Report
Encumbrance Master Listing on P.O.
Encumbrance Journal
Expenditure Statements
Finance System
Future Transaction
Generated Journal Vouchers
General Ledger
G/L A/P Transaction Register
Interest Allocation Year End
License Receipts Accounting Report/License Posting
Month End Extract
Opening Journal Entries
Prepaid Check Register
Project Recap
Project Labor Hours
Revenue Report
Revenue Adjustments
Statement of Actual and Estimated Expenditures
Statement of Actual and Estimated Revenues
Statement of Cash Transactions
Summary Expenditures /Summary Budget Report
Transaction Register
Transaction Update Offset
Trial Balance
Vendor Listing
YTD Appropriation
YTD General Ledger
YTD P.O. Transactions
Year End Rollover Report
Note: Finance changed Software Vendors in 1991-92 which changed titles of reports.
FINANCE DEPARTMENT IMAGE DOCUMENTS
Approval to Destroy Records (Page 2)
Monthly Journal Entries(General Ledger/Revenue/Expenditure/Encumbrance/Bud)
1990-1991 to 2001-2002
Cash Receipts (Daily Receipt Transactions )
1997/1998 to 2002/2003
Accounts Pavable (Weekly Check Processing of Vouchers/Purchase Orders)
1997/1998 to 2002/2003
Bank Reconciliation (Monthly Bank Statements and Staff Reconciliation)
1988-1989 to 2000-2001
Business License Applications
1991-1992 to 1999-2000
Investment Meeting Agenda & Minutes
1995-1996 to 2000-2001
Month End Pavroll Re is� ters
Calendar Year 1996 to 2000
Pavroll Changes (Biweekly paperwork)
Calendar Year 1996 to 2001