HomeMy WebLinkAboutCC RESO 91-56RESOLUTION NO. 91-56
RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF NATIONAL CITY APPROVING AMENDMENTS
TO THE RECORDS MANAGEMENT MANUAL AND
RECORDS RETENTION SCHEDULE
BE IT RESOLVED by the City Council of the City of
National City that the City Council hereby approves amendments
to pages 16, 26, and 36 of the Records Management Manual and
Records Retention Schedule, which amendments are indicated in
the attached Exhibits "A," "B," and "C," respectively.
PASSED and ADOPTED this 2nd day of April, 1991.
ATTEST:
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Lord Anne Peoples,
APPROVED AS TO FORM:
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George H. Eiser, III
City Attorney
Clerk
'George H Wat Waters, M�._
EXHIBIT A
CITY CLERK
RETENTION
Legal Department
Record Title and Description Minimum Minimum
Agreements 2 P
Annexations 2 P
Audit Reports 2 P
Bids 2 P
Boards, Commissions, Committees - Oaths 2 P
Bonds, Miscellaneous 2 P
Campaign Statements - Mayor, City Council
Candidates (original), Committees
Supporting Mayor and City Council
Candidates (original) 5 P
All other statements 7 P
Census 2 P
Claims Against City; Releases 2 P
Conflict of Interest Codes P P
Council 2 2
Deeds P P
Destruction of Temporary Records Notice 2 P
Elections, Municipal P P
Improvement Districts 2 P
Insurance Certificates 2 5
Inventory - Fixed Assets 2 P
Liens, Releases 2 P
16
EXHIBIT B
FINANCE (INCLUDING TREASURER)
Record Title and Description
RETENTION
Legal Department
Minimum Minimum
Accounting and Reporting (all except
the following) 2 5
Adjustments to General Ledger -
Appropriation Transfers, Fund
Transfers, Journal Vouchers 2 P
Reports
Annual Operating Budget
Annual Report of Financial
Transactions to the State
Controller 2 P
Accounting -Special (all except the following) 2 5
Grants (After Audit) 2 10
Revenue Sharing 2 10
Accounts Payable 2 10
Administrative Orders & Directives 2 2
Agreements 2 5
Assignments to Collection Agency 2
Attachments, Salary - City Employees 2
Audits:
5
20
Miscellaneous Audit Reports 2 P
Miscellaneous Correspondence 2 P
Annual Audit of City Records 2 P
Banking (all except the following) 2 5
Cancelled Checks - Payroll and
Accounts Payable 2 20
Correspondence 2 2
Facsimile Signatures P P
Bankruptcy 2 5
Bonds & Interest (all except the following) 2 10 Years from
maturity and
Correspondence & Miscellaneous final payoff
Information 2 5
Budget p p
26
EXHIBIT C
POLICE
RETENTION
Legal Department
Record Title and Description Minimum Minimum
Adult Arrest/Citation/Warrant Register 2 2
Adult Booking Register (Numbered) 2 P
Arrest Report - Adult 7 7
Felony & Misdemeanor
Citation Register 2 2
Conflict of Interest Code & Statements (copies) 4 4
Crime Case Log 2 2
Crime/Incident Report 7 7
Felony & Misdemeanor
Crime/Miscellaneous Reports 7 7
Note: Unresolved Missing Persons Reports
will be kept until resolved
Daily Bulletins 0 1
Daily Logs 2 3
Desk Report (Personnel & Equipment Report) 2 2
Destruction of Temporary Records Notice 2 P
Detective Case Assignment Logs 2 3
Dispatch Locator Cards 2 2
Field Interviews 2 2
Homicide Case Files P P
Juvenile Contact Reports 2 Until
Note: If subject arrested on 18th birthday, abject
record must be held until subject 18 1/2
reaches 20 years of age, per years
Government Code of age
Juvenile Register 2 2
36