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Home My WebLink About2015_01__21 Item 6 Desk Item City of Saratoga Memorandum To: Saratoga City Council From: Debbie Bretschneider, Deputy City Clerk Date: January 21, 2015 Subject: Item 6: Resolution Authorizing Final Disposition of Certain City Records After the City Council packet was prepared, a typographical error was discovered on Exhibit A of Agenda Item 6: List of Records Proposed for Final Disposition. The description for Box 236 has been changed to “scanned, misc. reference files 2006-2010” in the updated list of records proposed for disposition, attached to this memo. Page - 1 - of 1 Box #Dept.Description Date of Disposal Retention Record series CMO1 City Clerk scanned, terminated contracts 2000-2003 12/31/2014 Closed + 10 16D city clerk scanned, terminated contracts 1962-1985 1/1/2006 Closed+10 31B City Clerk scanned, Terminated contracts 2001-2003 1/1/2015 Closed+10 236 City Manager scanned, misc. reference files 2006-2010 1/1/2015 Current year +2 138-11 Recreation Accounts Payable Jan. 2009-Dec. 2009 1/1/2015 Audit+4 397 Recreation Rental Contracts, reservation receipts, invoices, calendars 01-01-04 thru 12-31- 10 12-31-2014 Current year +4 400 Recreation Rental Contracts 06-01-2009 thru 05-30-2010 12/31/2014 Current year +4 401 Recreation Teacher Payments 12-31-2006 thru 12-31-2010 12/31/2014 Current year +4 402 Recreation Teacher payments 01-01-2006 thru 12-31-2010 12/31/2014 Current year +4 397 Recreation Rental Contracts, reservation receipts, invoices, calendars 01-01-04 thru 12-31- 10 12-31-2014 Current year +4 400 Recreation Rental Contracts 06-01-2009 thru 05-30-2010 12/31/2014 Current year +4 401 Recreation Teacher Payments 12-31-2006 thru 12-31-2010 12/31/2014 Current year +4 402 Recreation Teacher payments 01-01-2006 thru 12-31-2010 12/31/2014 Current year +4 509 Finance Payroll Reports, Pay Period # 13/07 to #14/07, Record Dates 06/07 To 07/07 12-31-2014 Audit (AU)+6 510 Finance Payroll Reports, Pay Period #5/07 to #7/07, Record Dates 02/07 TO 03/07 12-31-2014 Audit +6 517 Finance Payroll Reports, Pay Period #9/07 to #12/07, Record Dates 04/07 TO 06/07 12-31-2014 Audit+6 518 Finance Payroll Reports, Pay Period #1/06 to #34/07, Record Dates 12/06 TO 02/07 12-31-2014 Audit+6 529 Finance Employee Timesheets, Record Dates 07/05 TO 06/06 12-31-2014 Audit+6 531 Finance Employee Timesheets, Record Dates 06/05 TO 01/06 12-31-2014 Audit +6 538 Finance Payroll MonthEnd Reports, Cummulative Register, Review Listing, Monthly Accrual-To-Date Register, Monthly Accrual Register, Record Dates 07/05 TO 06/06 12-31-2013 Audit+6 561 Finance Accounts Payable Check Registers, Record Dates 7/18/2007; 7/25/2007 and 8/1/2007 12/31/2012 Audit + 4 562 Finance Accounts Payable Check Registers, Record Dates 8/8/2007; 8/15/2007 and 8/22/1007 12/31/2012 Audit + 4 563 Finance Accounts Payable Cjeck Registers, Record Dates 8/20/2007; 9/5/2007; 9/12/2007; 9/19/2007 and 9/26/2007 12/31/2012 Audit + 4 Jan. 2015 Destruction List 564 Finance Accounts Payable Check Register, Record Dates 10/03/2007; 10/10/2007; 10/17/2007 and 10/24/2007 12/31/2012 Audit + 4 565 Finance Accounts Payable Cjheck Registers, Record Dates 10/31/2007; 11/7/2007 and 11/20/2007 12/31/2012 Audit + 4 566 Finance Accounts Payable Check Registers, Record Dates 11/28/2007; 12/5/2007; 12/12/2007 and 12/19/2007 12/31/2012 Audit + 4 567 Finance Accounts Payable Check Registers, Record Dates 1/9/2008; 1/16/2008; 1/123/2008 and 1/31/2008 12/31/2012 Audit + 4 568 Finance Accounts Payable Check Registers, Record Dates 2/7/2008; 2/14/2008; 2/21/2008 and 2/28/2008 12/31/2012 Audit + 4 569 Finance Accounts Payable Check Registers, Record Dates 3/5/2008; 3/12/2008; 3/19/2008; 3/26/2008; 4/2/2008 and 4/9/2008 12/31/2012 Audit + 4 570 Finance Accounts Payable Checks Register, Record Dates 4/16/2008; 4/23/2008 and 4/30/2008 12/31/2012 AU + 4 571 Finance Accounts Payable Checks Register, Record Dates 5/7/2008; 5/14/2008; 5/21/2008 and 5/28/2008 12/31/2012 AU + 4 572 Finance Accounts Payable Checks Register, Records Dates 6/4/2008; 6/11/2008; 6/18/2008 and 6/25/2008 12/31/2012 AU + 4 573 Finance Accounts Payable Checks Register, Records Dates 7/2/2008; 7/9/2008; 7/16/2008; 7/23/2008; 7/30/2008; 8/6/2008; 8/13/2008; 8/20/2008 and 8/27/2008 12/31/2012 AU + 4 574 Fianace Purchase Order Log FY 2007/08; Accounts Payable Checks Register Reports FY 04/05, 05/06 and Purchase Orders FY 2007/08 12/31/2012 AU + 4 627 Finance Employee time sheets FY 07/08 12-31-2014 AU + 6 648 Finance AP-FY 2009/10 Weekly Check Run 12/31/2014 AU + 4 649 Finance AP-FY 2009/10 Weekly Check Run 12/31/2014 AU + 4 650 Finance AP-FY 2009/10 Weekly Check Run 12/31/2014 AU + 4 651 Finance AP-FY 2009/10 Weekly Check Run 12/31/2014 AU + 4 652 Finance AP-FY 2009/10 Weekly Check Run 12/31/2014 AU + 4 653 Finance AP-FY 2009/10 Weekly Check Run 12/31/2014 AU + 4 657 Finance FY 2009/10 Cash Receipts 12/31/2014 AU + 4 658 Finance FY 2009/10 Cash Receipts 12/31/2014 AU + 4 659 Finance FY 2009/10 Cash Receipts 12/31/2014 AU + 4 660 Finance FY 2009/10 Cash Receipts 12/31/2014 AU + 4 661 Finance FY 2009/10 Cash Receipts 12/31/2014 AU + 4 662 Finance FY 2009/10 Cash Receipts 12/31/2014 AU + 4 663 Finance FY 2008/09 Parking citations, bank deposit slips, A/R inv./payments 12/31/2014 AU + 4 664 Finance FY 2009/10 Parking citations, bank deposit slips, A/R inv/ payments 12/31/2014 AU + 4 692 Finance AP FY 2008-09 Closed purchase orders 12-31-2013 AU + 4 723 Finance A-Z Cash Receipt backup FY 2009-10 12/31/2014 AU+4 758 Finance Treasurer Report FT 2007-08 6/30/2013 Closed+5