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HomeMy WebLinkAbout201-16 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479)575-8323 Resolution: 201-16 File Number: 2016-0513 DESTRUCTION OF CERTAIN RECORDS: A RESOLUTION TO AUTHORIZE THE DESTRUCTION OF CERTAIN RECORDS SHOWN ON THE ATTACHED AFFIDAVITS PURSUANT TO RELEVANT CODE SECTIONS OF THE ARKANSAS CODE ANNOTATED RELATED TO MAINTENANCE AND DESTRUCTION OF ACCOUNTING AND OTHER CITY RECORDS. WHEREAS, the Arkansas Code establishes the amount of time that the City is required to maintain accounting, court and other records and also provides a procedure for the destruction of records not required to be maintained permanently if the records to be destroyed have been microfilmed or scanned into the City's server or have been maintained for the amount of time required by state law. 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 authorizes the Fayetteville City Clerk -Treasurer's Office to destroy the paper copies of certain accounting and other City records identified in the affidavits attached to this Resolution pursuant to the Arkansas Code relating to the maintenance and destruction of records. PASSED and APPROVED on 11/15/2016 �`` "• \T Y Approved: I Attest: �/.�.'•G O� •.�. FAYETTEVILLE — ,9A- SP`s • �: G LZ. t trr�%r • . , �'r^'; r0 N •G ���� Lion d .iordan, ay Sondra E. Smith, City Clerk Treasurer �'1irn i i i 0% Page 1 Printed on 11/16/16 }`+ City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 b' Text File File Number: 2016-0513 Agenda Date: 11/15/2016 Version: 1 Status: Passed In Control: City Council Meeting File Type: Resolution Agenda Number: A. 5 DESTRUCTION OF CERTAIN RECORDS: A RESOLUTION TO AUTHORIZE THE DESTRUCTION OF CERTAIN RECORDS SHOWN ON THE ATTACHED AFFIDAVITS PURSUANT TO RELEVANT CODE SECTIONS OF THE ARKANSAS CODE ANNOTATED RELATED TO MAINTENANCE AND DESTRUCTION OF ACCOUNTING AND OTHER CITY RECORDS WHEREAS, the Arkansas Code establishes the amount of time that the City is required to maintain accounting, court and other records and also provides a procedure for the destruction of records not required to be maintained permanently if the records to be destroyed have been microfilmed or scanned into the City's server or have been maintained for the amount of time required by state law. 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 authorizes the Fayetteville City Clerk -Treasurer's Office to destroy the paper copies of certain accounting and other City records identified in the affidavits attached to this Resolution pursuant to the Arkansas Code relating to the maintenance and destruction of records. City of Fayetteville, Arkansas Page 1 Printed on 11/1612016 Gina Roberts Submitted By City of Fayetteville Staff Review Form 2016-0513 Legistar File ID 11/15/2016 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 10/25/2016 City Clerk/Treasurer / General Government Department Submitted Date Division / Department Action Recommendation: A RESOLUTION AUTHORIZING ADVANCED INFORMATION MANAGEMENT (AIM) TO DESTROY CITY RECORDS. THE RECORDS HAVE BEEN MICROFILMED OR SCANNED AND HAVE BEEN MAINTAINED FOR THE REQUIRED LENGTH OF TIME. 1010.1510.5315.00 Account Number Project Number Budgeted Item? Yes Does item have a cost? Yes Budget Adjustment Attached? No Previous Ordinance or Resolution # Original Contract Number: Comments: Budget Impact: Current Budget Funds Obligated Current Balance Item Cost Budget Adjustment Remaining Budget Fund Project Title $ 1,000.00 $ 500.00 Approval Date: V20140710 CITY OF Taye Ile ARKANSAS MEETING OF NOVEMBER 15, 2016 TO: Mayor and City Council THRU: Sondra E. Smith DATE: October 25, 2016 CITY COUNCIL AGENDA MEMO SUBJECT: Advanced Information Management (AIM), Destruction of Records RECOMMENDATION: Staff recommends the destruction of records. All records have been microfilmed or scanned and have been maintained for the required length of time. Attached is a listing of records that are ready for destruction. Attachments: List of documents to be destroyed Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 EXHIBIT "A" LIST OF RECORD FOR "19all" AWA ACCOUNTING: (32 -Boxes) • 2003 A/P Vendor Files Box 1 -10 (A-Misc. thru Fuelman of Arkansas) • 2002 A/P Vendor Files Box #18, 19 & 20 • 2002 A/P Vendor Files Box #25 & #26 (missed on last destruction) • 2001 Payroll Time Sheets • 2002 Payroll Time Sheets • 2003 Payroll Time Sheets • 2003 Payroll Register #3 & #25 1-20-03 thru 2-2-03 & 11-24-03 thru 12-7-03 • 2006 A/P P -Cards January A's thru July 0's • 2006 thru June 30, 2007 Check Register, Summary Payment & Refund Update Listing • Cashiers Balance Report 2005, 2006, 2007, 2009 & 2010 • Outstanding Check Register, Summary Payment & Listing 1992, 1993, 1996 • Duplicate copies of City of Fayetteville Financial Statements 1980 to 1986 • Old Floppy Disk 7# @ $.50 per pound $3.50 AIRPORT: (2 Boxes) • 1995 Paid Invoices • 1995 A/R Register CITY CLERK: (1 Box) • Contract Files 1991 thru 1994 A -L COMMUNITY RESOURCES: (1 Box) • Community Development Project Files 1978 BUILDING SAFETY & PERMITS: (5 Boxes) • Old Building Plans (putting extra copies of financial statement in with these boxes) HUMAN RESOURCES: (8 Boxes) • 2010 Applications Not Hired • 1986 Terminated Employee Files • 1993 Terminated Employee Files A -W • 1997 Terminated Employee Files A -Y Page 1 INFORMATION MANAGEMENT: (2 Boxes) • 1990 IT Back-up Printout PURCHASING: (10 Boxes) • 1999 Accident Reports • 2000-2001 Accident Reports • 2002 Accident Reports • 2003 Accident Reports • 2003 Bids #1-17 • 2003 Bids #34 to 85 • 2000 Purchase Orders • 2001 Purchase Orders 00-800 thru 00-1599 UTILITY FINANCIAL SERVICES: (5 Boxes) • Hila Registers 1-2005 thru 10-2006 Page 2 Branson, Lisa From: Don Keller <don@aimrecords.com> Sent: Tuesday, October 25, 201612:05 PM To: Roberts, Gina Subject: Certificate of Destruction Hi Gina, After the completion of your shred job we will give you a "Certificate of Destruction" to document the activity. Thank You 1 Don Keller, CRM Managing Partner . Advanced Information Management 1720 East Highway 264 Springdale, AR 72764 479-751-8120 don@aimrecords.com www.aimrecords.com Roberts, Gina From: Don Keller <don@aimrecords.com> Sent: Wednesday, November 16, 2016 2:50 PM To: Roberts, Gina Subject: Revised email Good morning Gina, As I stated on the phone, our price for on-site shredding has a $150.00 minimum which includes your first 23 boxes then it would be $6.50 per box after that. Another item I would like to bring up is that our company is "AAA" NAID Certified for security and confidentiality. This is the highest level of certification you can receive in our industry. You can look at www.naidonline.org to see how difficult this certification it is to achieve. Please let me know if you have any further questions! Don Keller, CRM Managing Partner Advanced Information Management 1720 East Highway 264 Springdale, AR 72764 479-751-8120 donR@aimrecords.com www.aimrecords.com AFFIDAVIT OF DESTRUCTION OF CITY OF FAYETTEVILLE RECORDS STATE OF ARKANSAS } ) SS: COUNTY OF WASHINGTON ) I, Gina Roberts, Document Manager for the City of Fayetteville, do hereby certify that the records listed as Exhibit "A" have been retained for the required number of years. I further certify the following: That the documents listed in Exhibit "A" attached hereto and made apart hereof are being destroyed + - by the City of Fayetteville as authorized by Fayetteville City Council Resolution No',ol Ak adopted on the bay of 62—L,01 U. . 2. These records have been maintained according to State statute and the Retention Schedule for the City of Fayetteville. The method of destroying said documents was shredding. G a Roberts, Document Manger Cit Council Member, ,Hess Subscribed and Sworn to me, a Notary Public, this day of -&- , do 16 - -aW7&n_ Notary Public w1+#+1+r '`-'' 1 q I q X10?ARy' •af= :U) r PuxG^�.'1r M M = ADVANCED V.N9i INMNAGEMENT Customer Address Priority Notes: Item Code 7062 -CITY OF FAYETTEVILLE 113 WEST MOUNTAIN STREET FAYETTEVILLE, AR 72701 Standard Service Work Order: 2060829 Due Date: 12/7/2016 5:00 PM Requested By GINA ROBERTS 11111111111111111111111 111111111111111111111111111111111111 IN Phone 479-444-3420 Route Dept PLEASE PICK UP 65-70 BOXES FOR ONSITE SHREDDING PICK UP AT 101 WEST ROCK STREET (CORNER OF ROCKAND BLOCK) 9:00 AM WEDNESDAY MORNING GINA WILL MEET YOU THERE PLEASE PROVIDE GINA WITH CERTIFICATE OF DESTRUCTION. Dept Item Type Action Reference Info No Items to Report Picked up at Customer BOX P L+^y FJ DriveES gn!�6 Printed 12/06/2016 4:19 pm FILE DOCUMENT MEDIA DaterFime Customer Signature Date/Time Prepared By SRITCHIR Created 12/6/16 4:19:25PM Page 1 of 1 ♦ = ADVANCED ♦.��]INFORMATION Name: Gina Roberts Address: 113 West Mountain St Address: Fayetteville, AR 72701 SERVICE DESCRIPTION SERVICES ON-SITE SHREDDING OF 23 BOXES ON-SITE SHREDDING OF 43 BOXES RECEIVED DEC 15 2016 CITY Y CLEC 5 OFFIICE Invoice 1720 E. HIGHWAY 264 SPRINGDALE, AR 72764 PHONE 479-751-8120 FAX 479-751-6107 WWW.AIMRECORDS.COM Date: 1217/2016 Invoice #: 12072016 Customer #: 7062 Dept: City of Fayetteville Terms: Due upon receipt. Total Amount Due: ;6429.50 Total Enclosed: RATS QUANTITY TAX FEE 150.0000 1.00 N $150.00 6.5000 43.00 N $279.50 SUB -TOTAL $429.50 TAX $0.00 INVOICE TOTAL $429.50 Smith, Lorinda From: Advanced Information Management via Square <receipts@ messaging.squareup.com> Sent: Friday, December 16, 2016 9:36 AM To: Smith, Lorinda Subject: Receipt from Advanced Information Management RFC,FNED O c 16 7016 cqy Q F AYCf p LLF- Ol E �1Y CLE Now when you shop at sellers who use Square, your receipts will be delivered automatically. Don't recognize this charge? 429.50 Custom Amount $429.50 Total $429.50 n Advanced Information Management 1720 E Highway 264 1 Springdale, AR 72764 479-751-8120 Visa 8051 (Keyed) Dec 16 M 2016 at 9:04 AM #VZe7 Auth code: 076238 Square Just Got More Rewarding Your favorite businesses may send you news and rewards via Square. Learn more and update preferences. © 2016 Square, Inc. 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