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Home My WebLink About165-17 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 165-17 File Number: 2017-0414 DESTRUCTION OF CERTAIN RECORDS: A RESOLUTION TO AUTHORIZE THE DESTRUCTION OF CERTAIN RECORDS SHOWN ON THE ATTACHED AFFIDAVIT PURSUANT TO RELEVANT SECTIONS OF THE ARKANSAS CODE 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 affidavit attached to this Resolution pursuant to the Arkansas Code relating to the maintenance and destruction of records. PASSED and APPROVED on 8/15/2017 Attest: Sondra E. Smith, City Clerk Treasure(,,,j wltirrrrp w��G�•, •.,R rr wlz FAYETTEVILLE i A, 3 ,Z T1s. Page 1 Printed on 8116117 City of Fayetteville, Arkansas 113 West Mountain Street r, Fayetteville, AR 72701 f }_ (479) 575-8323 Text File =— l File Number: 2017-0414 Agenda Date: 8/15/2017 Version: 1 Status: Passed In Control: City Council Meeting File Type: Resolution Agenda Number: A. 9 DESTRUCTION OF CERTAIN RECORDS: A RESOLUTION TO AUTHORIZE THE DESTRUCTION OF CERTAIN RECORDS SHOWN ON THE ATTACHED AFFIDAVIT PURSUANT TO RELEVANT SECTIONS OF THE ARKANSAS CODE 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 affidavit 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 8/1612017 City of Fayetteville Staff Review Form 2017-0414 Legistar File ID 8/15/2017 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Gina Roberts 7/24/2017 Submitted By Submitted Date Action Recommendation: CITY CLERK (051) Division / Department A RESOLUTION AUTHORIZING ADVANCED INFORMATION MANAGEMENT (AIM) TO DESTROY CITY RECORDS. THE RECORDS HAVE BEEN MOCROFILMED, SCANNED OR HAVE BEEN MAINTANINED FOR THE REQUIRED LENGTH OF TIME. Budget Impact: 1010.051.1510-5315.00 General Account Number Fund Project Number Budgeted Item? Yes Current Budget Funds Obligated Current Balance Does item have a cost? Yes Item Cost Budget Adjustment Attached? No Budget Adjustment Remaining Budget Previous Ordinance or Resolution # Original Contract Number: Comments: Project Title $ _ 1,645.82 $ 1,200.00 Approval Date: V20140710 CITY OF FAYETTEVILLE 1-0 ARKANSAS MEETING OF AUGUST 15, 2017 TO: Mayor and City Council THRU: Sondra E. Smith FROM: Gina Roberts, Document Manager DATE: July 24, 2017 CITY COUNCIL MEMO SUBJECT: Advanced Information Management (AIM), Destruction of Records RECOMMENDATION: Staff recommends the destruction of records. All records recommended for destruction have been microfilmed or scanned and 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 DOCUMENTS TO BE SHRED WITH CITY COUNCIL APPROVAL MICRO HELD FOR FILMED NUMBER BOX # DOCUMENT DEPARTMENT OR OF YEAR Box Ct. pg 1 of 5 1 1987 Terminated Employees A -Z HR M 2 2 Internal Auditor 1995-99 #531-671 Auditor M 1 Internal Auditor 1994-97 94 Outdoor Grant, AIP 11, 17, 18, 19 & PFC Collection 3 1997 Interal Auditor 1998 PFC Collections 92-96 4 DLEP Grant & 91-96 CDBG Files Intern Jerry Coopers Files 1988-93 Lake 5 Fayetteville Water Transmission 6 Budget Workpapers 1987-98 #01-004 Budget Workpapers Copies 1995-1997 7 #001-007 8 2015 Manual Journal Entries Jan -Mar 9 2004 BCBS, Vision, Delta Dental Billing HMR & Supplemental Beverage 12-2012 10 thru 11-2013 Box 1 of 2 11 HMR Tax Forms & Hotels K Box 2 of 2 12 Cashiers Balance Reports 2011 thru 2014 13 2015 Manual Journal Entries Jul- Oct 14 2015 Manual Journal Entries Apr -Jul 15 2015 Manual Journal Entries Nov -Dec 16 2016 A/P P -Card Back-up. March 17 2016 A/P P -Card Back-up Febuary Building Safety Street Files 2012-2014 K -Z 18 Box 2 of 2 19 2002 Payroll Register #1-6 20 2002 Payroll Register #7-11 _ 21 2003 Vendor Files Box 18 M -N 22 2003 Vendor Files Box 15 K -L 23 1970-2002 City Board & Commission Files 24 2015 Travel & Training File A -M 25 2015 Travel & Training File N -Z 26 2005 Payroll Time Sheets #10-16 2004 Payroll Time Sheets #24-26 Scanned & Bus Off. Penalty Reg Jan 2006 cy1-4, 7 & 27 9 Held 28 2003 Vendor Files Box 11 F -G 29 2013-2014 Cus Applications 30 2006 A/P P -Cards December Box 8 of 8 Auditor M 1 Auditor M 1 Budget M 1 Budget M 2 Budget H 2 Accounting S 1 HR S 1 Accounting S 1 Accounting S 1 Accounting S 1 Accounting S 1 Accounting S 1 Accounting S 1 Accounting S 1 Accounting S 1 Building Safety S 1 Accounting S 1 Accounting S 1 Accounting S 1 Accounting S 1 City Clerk S 1 Accounting S 1 Accounting S 1 Accounting S 1 Acc/Bus Off S H 1 Accounting S 1 Bus Office S 1 Accounting S 1 I BOX # DOCUMENT 31 2006 A/P P -Cards Oct -Dec Box 7 of 8 32 2016 Vehicle Inspection 33 2015 A/R Paid Invoices D -D 34 2005 Payroll Time Sheets #17-22 35 2005 Payroll Time Sheets #1-9 36 2015 A/R Paid Invoices T -Z 37 2005 Payroll Registers #23-26 38 2015 A/R Paid Invoices P -S 39 2002 Payroll Register #12-13 40 2003 Vendor Files H -I Box 13 41 2003 Vendor Files G -H Box 12 2012 to 2016 Building Safety Street Files A- 42 J 43 2015 A/R Paid Invoices L -O 2002 Payroll Clerks Terminated Employee 44 Files 45 2014 Business Office Cus Applications 46 2015 A/R Paid Invoices A -C DEPARTMENT Accounting Transportation Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting Accounting MICRO FILMED OR S S S S S S S S S S S Building Safety S Accounting S Accounting S Bus Office S Accounting S 47 2013-2014 Business Office Cus Applications Bus Office 48 2014-2015 Business Office Cus Applications Bus Office 49 2006 A/P P -Cards Box 5 of 8 Accounting 50 2015 Business Office Cus Applications Bus Office S I HELD FOR NUMBER OF YEAR Box Ct. pg 2 of 5 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 51 2014-2015 Business Office Cus Applications Bus Office S 1 52 2014 Business Office Cus Applications Bus Office S 1 53 2004 Payroll Time Sheet #18-23 Accounting S 1 54 2008-2009 Check Register Summary Accounting S 1 55 Hi -Lo Register 7-2006-11-2006 Bus Office H 1 56 Hi -Lo Register 3-2006 thru 8-2006 Bus Office H 1 57 Hi -Lo Register 2-2006 thru Bus Office H 1 58 Hi -Lo Register 5-2006 thru 12-2006 Bus Office H 1 59 RFP, RFQ & Bids 2001-2002 Purchasing S 1 60 Manual Journal Entries Jan -Mar 2014 Accounting S 1 61 2015 A/P P -Cards January Accounting S 1 62 2015 A/P P -Cards March Accounting S 1 63 2014 Business Office Cus Applications Bus Office S 1 64 2014 Business Office Cus Applications Bus Office S 1 65 2015 A/P P -Card June Accounting S 1 66 2015 A/P P -Card August Accounting S 1 67 2015 A/P P -Card September Accounting S 1 68 2015 A/P P -Card October Accounting S 1 69 2014 Travel & Training A -L Accounting S 1 DOCUMENT 70 2014 Travel & Training Mc -Z MICRO HELD FOR FILMED NUMBER DEPARTMENT OR OF YEAR Accounting S Box Ct. pg 3 of 5 1 71 2014 Manual Journal Entries Oct thru Nov Accounting S 1 72 2014 A/P P -Card December Accounting S 1 73 2014 Manual Journal Entries July -Sept Accounting S 1 74 2014 Business Office Cus Applications Bus Office S 1 75 2016 Business Office Cus Application Bus Office S 1 76 2016 Business Office Cus Application Bus Office S 1 77 2016 Business Office Cus Application Bus Office S 1 78 2016 Business Office Cus Application Bus Office S 1 79 2016 Business Office Cus Application Bus Office S 1 80 2016 Business Office Cus Application Bus Office S 1 81 2014-2015 Business Office Cus Application Bus Office S 1 82 2016 Business Office Cus Application Bus Office S 1 83 2016 Business Office Cus Application Bus Office S 1 84 2006 A/P P -Cards Sept -Oct Box 6 of 8 Accounting S 1 85 2014-2015 Business Office Cus Applications Bus Office S 1 86 2013-2014 Business Office Cus Applications Bus Office S 1 87 2015 A/P P -Cards November Accounting S 1 88 2016 Business Office Cus Application Bus Office S 1 89 2014-2015 Business Office Cus Applications Bus Office S 1 90 2015 Business Office Cus Applications Bus Office S 1 91 2015 Business Office Cus Applications Bus Office S 1 92 2015 Business Office Cus Applications Bus Office S 1 93 2015 Business Office Cus Applications Bus Office S 1 94 2003 Vendor Files Box #20 "0" Accounting S 1 95 2003 Vendor Files Box #21 "0" Accounting S 1 96 2003 Vendor Files Box #19 "N -O" Accounting S 1 97 2013 Bus Office Cus Applications Bus Office S 1 98 2000 Inspection Closed Property Files Buliding Safety S 1 2000-03 Internal Auditor Hay Sales, District 99 Court & Animal Shelter Accounting S 1 100 1996-2000 Stale Checks Accounting S 1 101 2003 Vendor Files Box #17 "M" Accounting S 1 1989-1990 Old City Clerk Contracts & 2011,2012,2014,2015, & 2016 Proposed 102 Annual Budget and Work Program City Clerk S 1 103 2010-2011 Summary Payment Register Accounting S 1 MICRO HELD FOR FILMED NUMBER DOCUMENT DEPARTMENT OR OF YEAR Box Ct. pg 4 of 5 104 2007 A/P P -Card November Accounting S 1 105 A/P Checks & Backup 3/23/15 thru 5/8/15 Accounting S 1 106 2015 A/P P -Cards July Accounting S 1 107 A/P Checks & Backup 5/11/15 thru 6/22/15 Accounting S 1 108 2015 A/P P -Cards April Accounting S 1 109 2008 A/P P -Cards Feb A -Z Accounting S 1 110 A/P Checks & Backup 6/29/15 - 8/28/15 Accounting S 1 111 2008 A/P P -Cards Mar A -F Accounting S 1 112 A/P Check & Backup 10/15/15-12/3/15 Accounting S 1 113 2014 A/R Paid Invoices A -C Accounting S 1 A/P Check & Backup 1/16/15 -3/23/15 & 114 Pcard Stm Dec 2014 -Jan 2015 Accounting S 1 115 2014 A/R Paid Invoices D -L Accounting S 1 116 A/P Checks & Backup 11-17-15-1/5/15 Accounting S 1 117 2014 A/R Paid Invoices M -P Accounting S 1 118 2015 Transportation Vehicle Inspections Transportation S 1 119 2013-2014 Business Office Cus Applications Bus Office S 1 120 2014 Bank Reconciliations Jan -Dec Accounting S 1 121 2014_Manual Journal Entries Apr -June Accounting S 1 123 A/P P -Card November Accounting S 1 123 2014 Business Office Cus Applications _ Accounting S 1 124 2006 A/R Report Jan -June Accounting H 1 125 2007 A/R Report Jan -April Accounting H 1 126 A/R Report Nov 2006 -Feb 2007 Accounting H 1 127 2000 Motorpool Charges Accounting H 1 128 2010 City Clerk Contract Files City Clerk S 1 129 A/P P -Card December Accounting S 1 130 2014 Transportation Work Orders Transportation S 1 2013-2014 Bus Office Customer 131 Applications Bus Office S 1 132 2010 City Council Agendas Jan -June City Clerk S 1 133 2010 City Council Agendas Jul- Dec City Clerk S 1 134 2013 Bus Office Cus Applications Bus Office S 1 135 City Clerk Infor on Elections from County City Clerk H 1 136 2004 Payroll Time Sheet PR #1-9 Accounting S 1 137 2004 Payroll Time Sheets PR #10-17 Accounting S 1 138 2015 A/P P -Card Febuary Accounting S 1 4 S= Scanned Document M= Microfilmed Document H= Held for the required number of years MICRO DOCUMENT DEPARTMENT 139 1988-1991 Budget Workpapers Budget 140 2006 A/R Report Jul -Dec Accounting 141 2009 Bank Draft Register May -Oct Accounting 142 1999-2001 Add ons for RFP, RFQ & Bids Purchasing 143 2014 A/R Paid Invoices Q -Z Accounting 144 2006 A/R Report Accounting 145 Bank Draft Register 5/09-10/09 Bus Office 146 Bank Draft Register 9/09-12/09 Bus Office 1999-2001 HR Police Non Hired Application 147 Box 1 of 2 HR 1999-2001 HR Police Non Hired Application 148 Box 2 of 2 HR 149 2003-2006 HR Police Non Hired Applic HR S= Scanned Document M= Microfilmed Document H= Held for the required number of years MICRO HELD FOR FILMED NUMBER OR OF YEAR H H H S S H H H Box Ct. pg 5 of 5 10 1 1 1 1 1 1 1 H 1 H 1 H 1 ASM Proposal for: City of Fayetteville Advanced Information Management will provide On-site shredding for the City of Fayetteville. Fee for the shred truck is $150.00 plus $6.50 per box (approximately 200 boxes) or $45.00 per Bin and removal fee for the cardboard boxes is $50.00. Please give us 1 week notice so we can get this on the shred trucks schedule. If you have any question please give me call at 479-751-81.20. Thank you, Judy Keller, General Manager o�[zI]2,0I-r Roberts, Gina From: Howser, Matthew <Matthew.Howser@STERICYCLE.com> Sent: Wednesday, July 26, 2017 1:53 PM To: Roberts, Gina Subject: Shred -it Purge Info Gina, Thank you for taking my call today. Please see our onsite pricing below. On-site Destruction- Secured at your location shred at your location $6.00 per Bankers Box (12" x 10" x 15")or Copy Paper Box $8.00 per Binder box (15" x 10" x 24") Fuel Surcharge $249 Minimum includes first 10 banker boxes Thanks, Matt Howser I Inside Sales Executive Stericycle,Inc. I Arkansas M: 501-628-4582 1 Email: matthew.howser_ stericycle.com 0: 847-205-5705 1 Fax: 888-647-5642 www.SLericycle.com/ Shred -it is a proud member of the Stericycle suite of business services. We protect what matters. *Please note my direct line has changed to 847-205-5705.1- 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 a part hereof are being destroyed by the City of Fayetteville as authorized by Fayetteville City Council Resolution No./0-17 •JI �4 adopted on the day of �� / i _ 2. These records have been maintained according to State statute and the Retention Schedule for the City of Fayetteville. 3. The method of destroying said documents was shredding. Roberts, Document Manger _L Lg�s s � 1"ime Council Mll �Zd Subscribed and Sworn to me, a Notary Public, this �2= day of My Corhmiss SEAL X '�f!lSliitlllti}� 112.2.1 N ublic A = ADVANCED IffINMANRMATM IOENN T CITY OF FAYETTEVILLE Attn: CITY CLERK 113 WEST MOUNTAIN STREET FAYETTEVILLE, AR 72701 SERVICE DESCRIPTION DESTRUCTION DESTRUCTION SHRED TRUCK `�c Invoice RECEIVED G® 1720 E. HIGHWAY 264 SP 20�� SPRINGDALE, AR 72764 N 479-751-8120 Phone CITY OF FAYETTEVILLE 479-751-6107 Fax CITY CLERK'S OFFICE www.AIMRecords.com Date: 8/31/2017 Invoice #: 2070203 Customer #: 7062 Terms: Due upon receipt. Total Amount Due: $ 1,196.50 Total Enclosed: RATE QUANTITY TAX FEE 6.5000 161.00 N $1,046.50 150.0000 1.00 N $150.00 SUB -TOTAL $1,196.50 TAX $0.00 INVOICE TOTAL $1,196.50