HomeMy WebLinkAbout214-06 RESOLUTION•
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RESOLUTION NO. 214-06
A RESOLUTION TO ADOPT THE DOCUMENT RETENTION SCHEDULE,
TO AUTHORIZE THE CITY CLERK TO DESTROY DOCUMENTS OLDER
THAN THIS RETENTION SCHEDULE AND TO ADJUST THE DOCUMENT
RETENTION SCHEDULE TO COMPLY WITH CHANGES IN STATE LAW
WHEREAS, the Fayetteville City Clerk is the primary legal custodian of most city
documents and has consistently maintained Retention Schedules and destroyed documents older
than the period of retention authorized by the City Council and state law; and
WHEREAS, the Fayetteville City Clerk has a revised Retention Schedule for the City of
Fayetteville (attached hereto as Exhibit "A") in compliance with state law which should be
adopted by the City Council; and
WHEREAS, non -permanent city documents should be destroyed if older than the
appropriate period of retention to free up space for more recent and future documents; and
WHEREAS, the Fayetteville City Clerk should be authorized to revise the attached
Retention Schedule if state law changes the required retention period for particular documents.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby adopts the
Retention Schedule for the City of Fayetteville attached as Exhibit "A" and authorizes the
Fayetteville City Clerk to destroy such non -permanent documents that are older than the required
retention period within this Retention Schedule or any amended Retention Schedule.
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby authorizes
the Fayetteville City Clerk to amend the Retention Schedule for the City of Fayetteville in the
future to comply with future changes in state law affecting the length of time city documents must
be retained.
................
PASSED and APPROVED this 19'h day of December, 2006.
APPROVED:
ATTEST:
By:
v'`'-
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SONDRA SMITH, Ci
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FAYETTEVILLE: _=
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Clerk/Treasurer
Page 1
12/29/2006
RETENTION SCHEDULE FOR THE CITY OF FAYETTEVILLE
Document
Electronic
Paper Copy
Federal Government
State of Arkansas
ACCOUNTING &
INTERNAL AUDIT
Accounting Cash
Receipts
5
1
3
Accounts Payable Vendor Files
P
0
2
3
Accounts Receivable
5
1
3
Accounts Receivable Detail Posting Records
5
1
3
3
Accumulative
Transaction Journal
P
0
P
Annual Budgets
P
1
P
Alcoholic
Beverage License
Life of Business Plus
3 Years
1
Life of Business Plus
3 Years
Audits
P
1
P
Audit Work
Papers
10
1
10
Bank Reconciliations
6
1
6
6
Bank Statements
P
1
6
6
Cash
Deposit Register
5
1
Cash
Payment Journals
5
1
Check
Register
P
0
3
Contracts
Length of Contract or
10 Years
1
5
Final Investment Statements
_ 3
1
3
Financial Statement (Certified)
P
1
P
Fixed Asset Register
P
1
P
Hotel, Motel & Restaurant Taxes (HMR)
Life of Business Plus
3 Years
1
Life of Business Plus
3 Years
Inventory Adjustments
3
1
Inventory Reconciliations
3
1
Journal Entries
P
0
3
Journal Posting/JE Post
5
0
Purchasing Card
Month End Statements
P
0
Payroll Check
Register
P
0
4
3
Payroll
Terminated
Employee Files
5
0
Payroll
Journals
4
0
4
3
Payroll Summary
4
0
4
3
Payroll
Time Sheets
3
0
3
Pension
Contribution Registers
P
1
3
Pension Transfers (Bank
of Oklahoma)
P
1
Police
& Fire Investment
Trust Records (Old Plan)
P
1
Police
& Fire Old Plan
Files
P
1
2
Police
&Fire Pension
Payroll
Registers (Old Plan)
P
1
Privilege License
Life of Business Plus
3 Years
1
Lite of Business Plus
3 Years
W-2, 941 & 1099
Files
P
0
4
ADMINISTRATION
Mayors
Correspondence
Files
Term of Office
Plus 3 Years
1
3
FOIA
Request
2
Until Completed
AIRPORT
Airport Board
Agenda's & Minutes
P
P
Contracts
10
1
FAA Document: Required Operating Manuals
P
P
Grants, FAA-AIP, FAA DBE & Arkansas Aeronautics
. P
3
History of Airport
P
P
Leases
10
1
Project
Files
10
3
•
Page 2
12/29/2006
RETENTION SCHEDULE FOR THE CITY OF FAYETTEVILLE
Document
Electronic
Paper Copy
Federal Government
State of Arkansas
BILLING
& COLLECTIONS
Adjustment
Register
3
0
3
Bank Draft Register
3
1
3
Billing Register
3
0
3
Cash Receipts Register (Utility Billing)
3
1
3
Deposit Refund Slips
3
1
3
Deposit Register
3
0
3
Final
Billing Register
3
0
3
Meter HiLo's
Register
3
1
3
Meter Read
Listings
3
1
3
Payment Register
3
0
3
Utility
Billing
Yearend Reports
3
0
3
Web
Payment Register
5
0
BUDGET/RESEARCH -
Budget Work Papers
10
1
1
10
BUILDING SAFETY
Building Permit Files
P
0
Building Plans
P
0
CITY ATTORNEY
Closed
Cases
1 5
1
5
CITY
PROSECUTOR
Case Files
1 10
1
CITY CLERK
Annexation Files
10
1
Bond Files
P
Maturity or Until Paid
Board & Committee Agendas
5
1
Board & Committee Files
5
1
2
3
Board & Committee
Minutes
P
P
P
P
City Council Agenda's
P
1
2
P
City Council Meeting Recordings
1
Approval of Minutes
Plus 90 Days
City Council Minutes
P
1
P
P
Contracts
Length of Contract or
10 Years
1
5
Elected Official
List
P
1
Firemen's Pension
Reports and Investment
Agenda's, Minutes, Investment
Policy (Old Plan)
P
P
2/P
P
Grant Files
P
1
Lobbyist Registration Filings
4 years After Notice of
Termination
1
4 Years After Notice
of Termination
Meetings Calendar
2
0
2
News
& Press Releases
5
0
Oaths
of Office
5
1
Ordinances
P
P
P
P
Policemen's Pension Agenda's, Minutes, Investment
Reports and Investment Policy (Old Plan)
P
P
2/P
P
Policy
& Procedures
P
0
Real
Estate Holdings for Elected Officials
10
1
Resolutions
P
P
P
P
State of the City Address
10
1
Statement of Financial
Interest
10
1
f
Page 3
12/29/2006
RETENTION SCHEDULE FOR THE CITY OF FAYETTEVILLE
Document
Electronic
Paper Copy
Federal Government
State of Arkansas
COMMUNITY RESOURCES
CDBG Files
P
1
Code Enforcement Files
P
1
Code Enforcement Taxi Coupon Files
0
5
DISTRICT COURT
Adjustment
Registers
10
1
Arrest Reports
10
1
Bond
List
10
1
Civil Case Registers
10
1
Daily Receipts Registers
10
1
End of Month Reports
10
1
Paid in Full Registers
10
1
Small Claims
Registers
10
1
ENGINEERING
Land Record Easements (Recorded Documents)
P
1
Plans & Specs
P
1
Project
Files
P
1
Service Connection Records (Taps)
P
10
FIRE
DEPARTMENT
Fire Daily Logs
5
1
Fire Protection Plan
P
1
HUMAN
RESOURCES
Applications for Employment (Non Hired)
0
3
Civil Service Files
P
1
3
Insurance Files
5
1
Workers Comp Claims
P
1
30
Terminated Employee
Files
P
1
2
PARKING MANAGEMENT
Notices (Overdue Parking Tickets)
3
1
Parking Ticket
Payments Posted
3
1
Parking Ticket
Register (Tickets PostedNoided)
3
1
Parking Violations (Actual Ticket & Envelope)
0
5
Summonses
0
5
PLANNING .
Planning Plat Files
P
1
Planning Project
Files
P
1
Plans
P
1
Sign Permits
3
1
Zoning Compliance
P
1
POLICE
DEPARTMENT
Arkansas
Non Compliance
Forms
10
1
Arrest Dispositions
10
1
Case Files
Misdemeanors,
Rape, Homicide etc.
10
1
Cash Receipts
10
1
Citations
10
1
Division Payroll Records
10
1
Officers Daily Reports
10
1
Radio Logs
3
1
Served Warrants
5
1
State & Federal Crime Reports
10
1
Traffic Accident Reports
3
1
Page 4
12/29/2006
RETENTION SCHEDULE FOR THE CITY OF FAYETTEVILLE
Document
Electronic
Paper Copy
Federal Government
State of Arkansas
PURCHASING
City Vehicle & Equipment Accident Reports
5
0
Bid Files, RFP'S & RFQ'S
5
0
3
3
Insurance Policies
5
0
Purchase
Orders
3
0
Vendor's
W -9's
P
0
TRANSPORTATION
Street Work Orders
3
1
2
WASTEWATER PLANT
Discharge Monitoring Reports
P
5
5
Land Application Permit for the
Noland
WWTP
- P
5
5
NPDES Permits
for the
Noland
WWTP
P
5
5
NPDES Permits
for the West Side WWTP
P
_ 5
5
OMI
Annual
Report
P
5
5
WATER
& SEWER
MAINTENANCE
•
Backflow Prevention Assembly Reports
P
5
5
Regulatory Agencies Correspondence
P
10
10
Sewer Work Orders
P
1
Water Quality Reports (CCR)
P
10
10
Water Sampling Reports
P
10
10
10
Water Work
Orders
P
1
•
City of Fayetteville
Staff Review Form
City Council Agenda Items
• or
Contracts
Sondra Smith
Submitted By
12/19/2006
City Council Meeting Date
City Clerk
Division
Action Required:
,4tS
1),cadnirret
of wdc
City Clerks
Department
To adopt a resolution approving the Retention Schedule and authorizing the City Clerk to keep it updated as
needed.
$0
Cost of this request
Account Number
Category / Project Budget
Funds Used to Date
Project Number Remaining Balance
Budgeted Item Budget Adjustment Attached
Program Category / Project Name
Program / Project Category Name
Fund Name
43(24a4,-- &AIL
Depa ment Director Date
City Attorney's--
12 /CLOG
Date
Finance and Internal Service Director
I.z-6-6is,
Date
Mayor
Date
Previous Ordinance or Resolution #
Original Contract Date:
Original Contract Number:
Comments:
ayettvtt1eCity Council Meeting Date: December 19, 2006
ARKANSAS
The City of Fayetteville, Arkansas
City Council Agenda Memo
To: Mayor and City Council
Thru: Sondra Smith, City Clerk!Treasurer
From: Gina Roberts, Records Management Specialist
Date: December 1, 2006
Subject: City of Fayetteville Document Retention Schedule
Recommendation:
Adopt a resolution approving the City of Fayetteville Document Retention Schedule and
authorizing the City Clerk to keep it updated as needed.
Background:
Attached is a copy of the City of Fayetteville's Document Retention Schedule. These are the
records that we are currently scanning or will be scanning as the different applications become
available with the Electronic Document Management System (EDMS). As the need arises or
laws change the Document Retention Schedule will be updated by the City Clerks Division.
There are approximately 55,000 documents in the Electronic Document Management System.
In the near further several Divisions will be able to scan documents that have not been archived
in the past, from their Division.
In early 2007 the Document Management System will be available on line for citizens to access
documents. All City staff will also be able to access records electronically in the near future.
With the adoption of the Document Retention Schedule documents will be destroyed at the end
of their retention period without council approval.
Budget Impact:
None
113 WEST MOUNTAIN 72701
479-575-8330
479-575-8257 (Fax)
RESOLUTION NO.
A RESOLUTION TO ADOPT THE DOCUMENT RETENTION
SCHEDULE, TO AUTHORIZE THE CITY CLERK TO
DESTROY DOCUMENTS OLDER THAN THIS RETENTION
SCHEDULE AND TO ADJUST THE DOCUMENT RETENTION
SCHEDULE TO COMPLY WITH CHANGES IN STATE LAW
WHEREAS, the Fayetteville City Clerk is the primary legal custodian of most city
documents and has consistently maintained Retention Schedules and destroyed documents
older than the period of retention authorized by the City Council and state law; and
WHEREAS, the Fayetteville City Clerk has a revised Retention Schedule for the
City of Fayetteville (attached hereto as Exhibit "A") in compliance with state law which
should be adopted by the City Council; and
WHEREAS, non -permanent city documents should be destroyed if older than the
appropriate period of retention to free up space for more recent and future documents; and
WHEREAS, the Fayetteville City Clerk should be authorized to revise the attached
Retention Schedule if state law changes the required retention period for particular
documents.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby adopts
the Retention Schedule For The City Of Fayetteville attached as Exhibit "A" and authorizes
the Fayetteville City Clerk to destroy such non -permanent documents that are older than the
required retention period within this Retention Schedule or any amended Retention Schedule.
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby
authorizes the Fayetteville City Clerk to amend the Retention Schedule For The City Of
Fayetteville in the future to comply with future changes in state law affecting the length of
time city documents must be retained.
PASSED and APPROVED this 19th day of December, 2006.
APPROVED: ATTEST:
By: By:
DAN COODY, Mayor SONDRA SMITH. City Clerk
From:
To:
Date:
Subject:
Attachments:
41
Clarice Pearman
Roberts, Gina; Smith, Sondra
12.27.06 4:13 PM
Res. 214-06
214-06 Document Retention Schedule.pdf
CC: Audit
Gina & Sondra:
Attached is a copy of the above resolution passed by the City Council, December 19, 2006 regarding the retention schedule.
Please send to me to attach to the electronic resolution the file for the schedule. I only have a hard copy. Have a good
day.
Thanks.
Clarice
Clarice Buffalohead-Pearman, CMC
City Clerkjrreasurer Division
113 West Mountain
Fayetteville, AR 72701
479-575-8309
cpearman@ci.fayetteville.ar.us
(12.27.06)
Clarice
Pearman - Res. 214-06 Page 11
From:
To:
Date:
Subject:
Attachments:
41
Clarice Pearman
Roberts, Gina; Smith, Sondra
12.27.06 4:13 PM
Res. 214-06
214-06 Document Retention Schedule.pdf
CC: Audit
Gina & Sondra:
Attached is a copy of the above resolution passed by the City Council, December 19, 2006 regarding the retention schedule.
Please send to me to attach to the electronic resolution the file for the schedule. I only have a hard copy. Have a good
day.
Thanks.
Clarice
Clarice Buffalohead-Pearman, CMC
City Clerkjrreasurer Division
113 West Mountain
Fayetteville, AR 72701
479-575-8309
cpearman@ci.fayetteville.ar.us