HomeMy WebLinkAboutResolution 2012-68Resolution NO. 2 -68
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CITY OF PALM DESERT
FINANCE DEPARTMENT
STAFF REPORT
Request: Authorize the Destruction of Files from the Finance Department
Submitted by: Paul S. Gibson, Finance Director
Date: October 25, 2012
Recommendation
By Minute Motion, that Council authorize the destruction of files that have been
digitally imaged, up to and including FY 2009/2010.
Background
Finance Department official Accounts Payable files for the years prior to and including FY
2009-2010 have been imaged on digital imaging discs. They are currently being stored off -site,
and the storage room has reached its capacity. The imaged files should be destroyed in order to
make way for additional files that must be transferred to storage and retained for a period of time
prior to imaging.
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 is locked
in the City's server room once they are uploaded to the Questys file maintenance program.
Information can be easily retrieved and printed through this program.
Submitted by: Apprgval:
Paul S. Gibson, 4iM
M. Wohimuth
Director of Finance/City Treasurer anager
CITY COUNCIL ACTION
APPROVED ✓ _ DENIED
RECEIVED OTHER
MEETING DATE -a5-�0
AYES: rn i k f n i e-
NOES: id Qno
ABSENT: M wi e- -'
ABSTAIN: —
VERIFIED BY:
Original on File with
City Clerk's O lee
G:Tinanceffamh Ortega\Staff Repo rts\2008\destruction of files 100512.docx
RESOLUTION NO. 2012- 68
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 up to and including
Fiscal Year 2009/2010 of said office; and
WHEREAS, said digitally imaged files may be stored and retained for substantially less
cost than the original documents and with fewer hazards 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
up to and including FY 2009/2010, which have been digitally imaged.
PASSED, APPROVED AND ADOPTED at a regular meeting of the City of Palm Desert,
California, held on this 25th day of October, 2012, by the following vote to wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
ROBERT A. SPIEGEL, MAYOR
ATTEST:
RACHELLE D. KLASSEN, CITY CLERK
CITY OF PALM DESERT, CALIFORNIA