HomeMy WebLinkAbout108-19 RESOLUTION f fAYETr
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113 West Mountain Street
Fayetteville,AR 72701
(479) 575-8323
Resolution: 108-19
File Number: 2019-0244
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,AND TO APPROVE A BUDGET ADJUSTMENT
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.
Section 2: That the City Council of the City of Fayetteville,Arkansas hereby approves a budget adjustment, a
copy of which is attached to this Resolution.
PASSED and APPROVED on 5/7/2019
Page 1 Printed on 5/8/19
File Number: 2019-0244
Resolution 108-19
Approve' Attest:
C ,
/ �‘nnirr/0�
Leone d Jord.-,Mayo Sondra E. Smith,City Clerk TreasK ;As,
Ci\•:•GY CF ••&S
=v:FAYETTEVILLE:
•
:�z• y Pte, :.L
•
Page 2 Printed on 5/8/19 -
/oFAryrTF� City of Fayetteville, Arkansas 113 West Mountain Street
/:a >-, ,, , Fayetteville,AR 72701
I"°" Im (479)575-8323
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,\ m — Text File
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File Number: 2019-0244
Agenda Date:5/7/2019 Version: 1 Status: Passed
In Control:City Council Meeting File Type: Resolution
Agenda Number:A. 11 -
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,AND TO APPROVE A BUDGET ADJUSTMENT •
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.
Section 2: That the City Council of the City of Fayetteville,Arkansas hereby approves a budget adjustment,a
copy of which is attached to this Resolution.
City of Fayetteville,Arkansas Page 1 Printed on 5/8/2019
_J
City of Fayetteville Staff Review Form
2019-0244
Legistar File ID
5/7/2019
City Council Meeting Date-Agenda Item Only
N/A for Non-Agenda Item
Gina Roberts 4/15/2019 CITY CLERK(051)
Submitted By Submitted Date Division/Department
Action Recommendation:
A RESOLUTION AUTHORIZING ADVANCED INFORMATION MANAGEMENT(AIM)TO DESTROY CITY RECORDS AND
APPROVING A BUDGET ADJUSTMENT. THE RECORDS HAVE BEEN MICROFILMED,SCANNED OR HAVE BEEN
MAINTANINED FOR THE REQUIRED LENGTH OF TIME.
Budget Impact:
1010.051.1510-5315.00 General
Account Number Fund
Project Number Project Title
Budgeted Item? Yes Current Budget $ 1,000.00
Funds Obligated $ 25.00
Current Balance $ 975.00
Does item have a cost? Yes Item Cost $ 1,950.00
Budget Adjustment Attached? Yes Budget Adjustment $ 1,000.00
Remaining Budget $ 25.00
V20180321
Purchase Order Number: Previous Ordinance or Resolution#
Change Order Number: Approval Date:
Original Contract Number:
Comments:
Aga CITY OF
FAYETTEVILLE CITY COUNCIL MEMO
41111, ARKANSAS
MEETING OF MAY 7, 2019
TO: Mayor and City Council
THRU: Sondra E. Smith
FROM: Gina Roberts, Document Manager
DATE: April 15, 2019
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
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. 1 further certify the following:
I. 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. /02-11
adopted on the '7_tl.,day of My. , 070 / 9 .
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.
tC a
/� : > 4'
Gina Roberts,Document Manger I
2<ig->
City Council er, Witness
Subscribed and Sworn to me,a Notary Public,this day of A , Xi? •
chuiic., , .6 it_h)
No fry ublic
My Commission Expires: 0 // a
GiAILoEGF
.
SEAL • � SN •O �
.� ?� . tIi
.j 9l• ir •c
1A0 TA
-cn. <t> .dC
y�F PUBLIC ti:Q
2019 DOCUMENTS TO BE SHRED WITH CITY COUNCIL APPROVAL
Documents Department Scanned Held Boxes
1. 2000-2006 Greg Boettcher,David Jurgens Administration yes 1
&Hugh Earnest
2. David Jurgens Files 2002-2008 Administration yes 1
3. Greg Boettcher,David Jurgens&Fred Hanna Administration yes 1
Files 2002-05
4. Strategic Planning Files for Local Govt 1990-94 Administration no Held 1
5. A/P Check Back-up&ACH 5/26/17 thru 7/24/17 Accounting yes 1
6. A/P Check Back-up&ACH 10-3-17 thru 12-21-17 Accounting yes 1
7. District Court Reconciliation 7-2012 thru 12-2015 Accounting yes 1
8. 2017 A/P P-Card Jun,Aug Sept Accounting yes 1
9. A/P 2003 Vendor Files RJN thru Scottsdale Accounting yes 1
10. 2017 Travel&Training Accounting yes 1
d
11. • A/P Journal Postings&Refund Utilities 1/4/13 Accounting yes 1
thru 11/23/13
12. City General Investment 1/2006 thru 12/2008 Accounting yes 1
13. A/R Paid Invoices Jan-Mar 2016 Accounting yes 1
14. A/R Paid Invoices April thru June 2016 Accounting yes 1
15. A/R Paid Invoices July-November 17,2016 Accounting yes 1
16. 2014 Journal Entries Dec Accounting yes 1
17. 2013 Journal Entries Jan-Mar Accounting yes 1
18. 2013 Journal Entries Apr-Jun Accounting yes 1
19. 2013 Journal Entries Jul-Sep Accounting yes 1
20. 2013 Journal Entries Oct-Nov Accounting yes 1
21. 2013 Journal Entries Dec Accounting yes 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:
1. 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./O '
adopted on the , day of /224,41, , ap I y .
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.
Quin L.,. c-2.„)6er .
Gina Roberts,Document Manger
aii..a
1,..,,,
City Council Member,Witness
Subscribed and Sworn to me,a Notary Public,this,WA day of Atif , 40/5` .
.'&IL9ytc2LL
blic
My Commission Expires: i // �d2J
itlititi
OGE GAIL Fq4,��
SEAL 4.,9..•SS\ON#1pe9J.� so�vo A F3 l- qs;N.=
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/�` �i �11%\II\ A,I.`,I `ifs'♦ir.'IIr7111 P,,I.�;I R `r)i♦ii.. /I�I111 � ,,I �At, III . �,`'/
�/.1/711 ,'fir..��iili iil ":.4. "�;.:4 x`** jA _lin ijr;:iga�� `• g �`�%'♦♦%;26��i tbili*:.A `•`4I j ♦♦q =iiiii IP:F i•",s `1 ' ,'
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i`�a•� � �• .�� ►�^ •In z: Mr::.4:40.... iitipi.P lrok ••i.:'=r �♦�.1`{ilia �`
��� `r 11:. .:•i��sri�• U6- .a�sr►•.. Tf:% ♦ � r : t. � �'\
22. 2013 Bank Reconciliation Accounting yes 1
23. A/P Checks&Back-up 11/13/12 Accounting yes 1
thru 1/18/13
24. A/P Checks&Back-up 1/18/13 Accounting yes 1
thru 3/25/13
25. A/P Checks&Back-up 3/25/13 Accounting yes 1
thru 5/20/13
26. A/P Checks&Back-up 5/20/13 Accounting yes 1
thru 7/5/13
27. A/P Checks Jul 2013 thru Aug Accounting yes 1
26,2013
28. A/P Checks&Back-up 6/17/13 Accounting yes 1
thru 10/14/13
29. A/P Checks&Back-up 10/14/13 Accounting yes 1
thru 12/6/13
30. A/P Checks&Back-up 12/9/13 Accounting yes 1
thru 2/14/14
31. A/P Checks&Back-up 2/24/14 Accounting yes 1
thru 4/21/14
32. A/P Checks&Back-up 4/21/14 Accounting yes 1
thru 6/9/14
33. A/P Checks&Back-up 6/9/14 Accounting yes 1
thru 8/4/14
34. A/P Checks&Back-up 8/4/14 Accounting yes 1
thru 9/26/14
35. A/P Checks&Back-up 9/29/14 Accounting yes 1
thru 11/13/14
36. 2013 AR/Request A-C Accounting yes 1
37. 2013 AR/Request D-I Accounting yes 1
38. 2013 AR/Request J-N Accounting yes 1
39. 2013 AR/Request O-Q Accounting yes 1
40. 2013 AR/Request R-T Accounting yes 1
41. 2013 AR/Request-Restitution, Accounting yes 1
Bad Debt,Parking&Airport Adj.
42. 2014 AP/P P-Cards Jan-Oct Accounting yes 10
43. 2013 AP/P-Cards Jan-Dec Accounting yes 10
44. 2012 AP/P-Cards Jan-Dec Accounting yes 12
45. 2011 AP/P-Cards Jan-Dec Accounting yes 12
46. 2008 AP/P-Cards Jan-Apr Accounting yes 3
47. 2007 AP/P-Cards Mar-Dec Accounting yes 7
48. 2011 Bank Statements Jan-Dec Accounting yes 1
49. Contracts 2064-2300 Accounting yes 1
4/2006-9/2013
50. 2008 HMR Files 12/07-11/08 Accounting yes 1
51. 2010 HMR Closed Business Accounting yes 2
12/09-11/10
52. 2017 A/P P-Cards Jan Accounting yes 1
53. 2004 Old HMR Files 1 of 2 Accounting yes 1
54. 2004 Old HMR Files 2 of2 Accounting yes 1
55. 2004 Old HMR Files 2 of2 Accounting yes 1
56. 2016 Journal Entries Oct-Nov Accounting yes 1
57. 2016 Journal Entries Apr-Jul Accounting yes 1
58. 2011 A/P Journal Postings& Accounting no/Held 1
Utility Refund Reg. 1/7/11-1/3/14
59 .2005-2011 A/P Sales&Use Tax Accounting yes 1
Filings
60. A/P Register 1/3/2011 10/6/2011 Accounting yes 1
61. 2012 Daily Cash Posting Jan-Jun Accounting yes 1
62. A/P Register 10/4/2011-3/02/12 Accounting no/Held 1
63. HMR Files 12/11 thru 11/12 Accounting yes 1
Hotel thru K&Sup.Beverage
64. HMR&Sup Bev Files 12/2010 Accounting yes 1
thru 11/2011 Hotel-L
64. JE Posting&A/P Reg&Cash Reg Accounting no/Held 34
2008 thru 2010
65. A/P P-Cards February 2017 Accounting yes 1
66. A/P Check&ACH Backup Accounting yes 1
4/11/2016 thru 5/20/2016
67. A/P P-Cards April 2017 Accounting yes 1
68. A/P Check&Backup from Accounting yes 1
5/20/2016 thru 7/01/2016
69. A/P P-Card March 2017 Accounting yes 1
70. A/P Check&Backup from Accounting yes 1
4/10/17 thru 6/05/2017
71. MR&Sup Beverage Accounting yes 1
12/10 thru 11/11 M-Z
72. A/P Check&Backup from Accounting yes 1
8/21/17 thru 10/23/2017
73. HMR&Sub Bev Files 12/03 Accounting yes 1
thru 11/04
74. 2001 Payroll Time Sheets Accounting yes 1
PR#10 thru PR#19
75. HMR 11/16 thru 12/17& Accounting yes 1
some 2015
76. 2016 Cash-Sept thru Dec&2017 Accounting yes 1
Jan thru April
77. 2016 Travel&Training Accounting yes 1
78. A/P Checks&ACH Back-up Accounting yes 1
12/15/15 to 2/19/16
79. A/P Checks&ACH Back-up Accounting yes 1
1/13/17 to 2/27/17
80. A/P Checks&ACH Back-up Accounting yes 1
2/17/17 to 4/17/17 yes 1
81. HMR&Sup Bev L-Z Accounting yes 1
12/11 thru 11/12
82. 2016 Cash Postings Jan-Aug Accounting yes 1
83. 2017 Cash Postings May-Dec Accounting yes 1
84. 2012 Journal Postings Accounting no/Held 1
3/7/12 thru 12/31/12
85. A/P Checks&ACH Back-up Accounting yes 1
7/18/17 thru 9/1/17
86. A/P Checks&ACH Back-up Accounting yes 1
11/11/16 thru 1/11/17
87. A/P P-Cards July 2017 Accounting yes 1
88. 2016 Journal Entries Jan-Apr Accounting yes 1
89. A/P P-Cards Dec 2017 Accounting yes 1
90. A/P P-Cards Oct&Nov 2017 Accounting yes 3
91. 2009 Cash Receipts Register Accounting yes 1
92. 1993 A/R Register Purged Accounting > no/Microfilmed 1
93. A/R Register 11/97 thrul2/98 Accounting no/Held 1
94. HMR 2015 Files Hotels&A-Z Accounting yes 3
95. HMR 2014 Hotel&A-L Accounting yes 1
96. A/P Checks&ACH Back-up Accounting yes 1
8/29/16 thru 10/14/16
97. A/P P-Cards May 2017 Accounting yes 1
98. Check Register/Payment& Accounting yes 1
Utility Register 2012-2014
99. HMR Files Apr-Nov 2016 Accounting yes 1
100.. 2012 Daily Cash Posting Accounting no/Held 1
101. 2015 A/R Airport Airport yes 1
102. 2001 Budget Workpapers Budget&Research no/Held 4
103. Old City Attorney(Jerry Rose) City Attorney no/Held 72
Closed Files(Recorded at County
Court House)
104. Boards&Committee Applications City Clerk yes 1
1996-2016 Appointed&Non-App
105 City Clerk Contracts 2011 City Clerk yes 1
2012 and 2013
106 2014 City Clerk Contract City Clerk yes 1
107. 2011 City Council Agenda's City Clerk yes 2
108. 2012 City Council Agenda's City Clerk yes 2
109 2013 City Council Agenda's City Clerk yes 2
110. 2003 Inspection Street Files Dev.Services yes 1
111. Certif.of Occupancy 1972-1994 Dev Services yes 1
112. City Daily Receipt Journal District Court Microfilmed 11
Civil Docket,Small Claims
113. (Airport Board Agenda 2009-2012, Misc. Dept yes 1
2004 Cash Receipts Rec. Register
2016 Purchasing Change Orders&Memo from
Dawn Warrick for Planning Commission)
114. 2005 Bids 05-01 thru 05-84& Purchasing yes 2
Cancelled Bids 05,53 thru 58&
115. 2009 Bids 09-01 thru 09-73 Purchasing yes 4
and RFQ&P's 09-01-09-23
116. 2011 Bids 11-01 thru 11-71 Purchasing yes 7
and RFQ&P's
117. 2012 Bids, RFQ,&RFP's Purchasing yes 4
118. 2013 Bids, RFQ&RFP's Purchasing yes 6
119. 2010 Purchase Orders Purchasing yes 1
120. 2012 Purchase Orders Purchasing yes 1
121 RFP 07-10,07-13,07-14, Purchasing yes 1
07-17&07-18
122. RFQ 06-04 Purchasing yes 1
123. RFQ 10-01(Part of) Purchasing yes 1
124. RFQ 10-01 thru 10-04 Purchasing yes 1
125. RFQ 06-17,06-20,06-21, Purchasing yes 1
06-22,06-23
126. RFP's&RFQ's 09-01 thru 09-24 Purchasing yes 1
127. RFP's 09-04,09-05&09-10 Purchasing yes 1
(Ice Storm Proposal)
128.. RFQ 02-03 and 04-03 Purchasing yes 1
129. 2004 Purchasing Accident Purchasing yes 1
Report Files
130. RFQ 09-01 Architect&Engineering Purchasing yes 1
131. 2010 Bids 10-01 thru 10-58 Purchasing yes 1
132. 2006 Bids 06-01-06-40 Purchasing yes 2
133. 2005 Purchase Orders Purchasing yes 1
05-1800 thru 05-2099
134. 2005 Purchase Orders Purchasing yes 1
05-0001 thru 05-0999
135. 2005 Purchasing Orders Purchasing yes 1
05-2100 thru 06-0799
136. 2006 Purchasing Orders Purchasing yes 1
137. 2014 Vehicle Inspection Transportation yes 1
138. 2017 Vehicle, Fac.&Office Insp Transportation yes 1
139. David Jurgens Water&Sewer Water&Sewer yes 1
Files 2005-2008
140. Hi Lo, Register Utilities Financial no/Held 30
Bank Draft,Adjustment Reg&Cash Receipts
Stockalper,Dena
From: Don Keller<don@aimrecords.com>
Sent Tuesday,April 16,2019 2:03 PM
To: Stockalper,Dena
Cc: Roberts,Gina
Subject Shredding
Good afternoon!
Gina Roberts asked me to give you pricing on shredding for you while we are at your location.The cost will be$6.50 per
records carton.The carton will need to be brought to the area where the shredding will take place.
Please let me know if you have any questions!
Don Keller,CRM
Managing Partner
Advanced Information Management
1720 East Highway 264
Springdale,AR 72764
479-751-8120
dori@aimretords coin •
www.aimrecords.com
1
AFFIDAVIT OF DESTRUCTION OF
FAYETTEVILLE DISTRICT COURT RECORDS
I, Dena Stockalper,do hereby certify that the following records of the Fayetteville
District Court, have been retained for at least three(3) years as specified under Ark. Cods
Ann. 16-10-211 and have been audited as required by law. The records listed below,
covering the time period stated, are to be destroyed by shredding said records.
TYPE OF RECORD. TIME PERIOD
Receipts and Deposit Records 1/1/2012- 12/31/2015
Deposits Records 1/1/2012— 12/31/2015
Payroll records 1/1/2012 - 12/31/2015
Police Tickets books 1/1/2012 - 12/31/2015
Dena S kalper, Chief lerk
William A. Storey, District Court udge
City Council Members
AFFIDAVIT OF DESTRUCTION OF
FAYETTEVILLE DISTRICT COURT RECORDS
I, Dena Stockalper,do hereby certify that the following records of the Fayetteville
District Court, have been retained for at least ten (10)years as specified under Ark. Cods
Ann. 16-10-211 and have been audited as required by law. The records listed below,
covering the time period stated, are to be destroyed by shredding said records.
TYPE-OF-RECORD. TIME PERIOD.
Small Claims and Civil Files and documents 1/1/2001 - 12/31/2008
Dena Sfockalper, ChiefI/#4‘°4-a--"'""
r)C
Willia A. Storey, Distriet Court Ridge
City Council Members
AFFIDAVIT OF DESTRUCTION OF
FAYETTEVILLE DISTRICT COURT RECORDS
I,Dena Stockalper,do hereby certify that the following records of the Fayetteville
District Court,have been retained for at least seven(7) years as specified under Ark.
Cods Ann. 16-10-211 and have been audited as required by law. The records listed
below, covering the time period stated,are to be destroyed by shredding said records.
TYPE OF RECORD„ TIME PERIOD
Records and reports of court costs 1/1/2004 - 12/31/2011
Fines and Fess Assessed and collected 1/1/2004 - 12/31/2011
Case Files 1/1/2004 - 12/31/2011
Month End Settlements 1/1/2004 - 12/31/2011
Monthly distribution reports 1/1/2004 - 12/31/2011
Show cause orders 1/1/2004 - 12/31/2011
Case information,including arrest reports 1/1/2004 - 12/31/2011
and affidavits
A
Alternative serve and community service time 1/1/2004 - 12/31/2011
sheets
Dena ;; ockalper, Chief Cl`
+.illiam A. Storey, District Court idge
City Council Members
1
City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar)
Budget Year Division Adjustment Number
/Org2 CITY CLERK (051) •
2019
Requestor: Sondra E.Smith
BUDGET ADJUSTMENT DESCRIPTION/JUSTIFICATION:
Transfer funds from Equipment Maintenance Office Machine to Contract Services in order to pay for shredding cost.
COUNCIL DATE: 4/16/2019
LEGISTAR FILE ID#: 2019-0244
}f oU.y Black/
4/19/2019 3:18 PM
Budget Director Date
TYPE:
JOURNAL#:
GLDATE:
RESOLUTION/ORDINANCE CHKD/POSTED:
TOTAL - -
v.20190115
Increase / (Decrease) Project.Sub#
Account Number Expense Revenue Project Sub.Detl AT Account Name
1010.051.1510-5315.00 1,000 - EX Contract Services- :
1010.051.1510-5401.00 (1,000) EX Equipment Maint-Office Machine
H:\Budget Adjustments\2019_Budget\City Council\05-07-2019\2019-0244 BA Record Destruction 1 of 1
Stockalper,Dena
From: Don Keller<don@aimrecords.com>
Sent: Tuesday,April 16,2019 2:03 PM
To: Stockalper,Dena
Cc: Roberts,Gina
Subject: Shredding
Good afternoon!
Gina Roberts asked me to give you pricing on shredding for you while we are at your location.The cost will be$6.50 per
records carton.The carton will need to be brought to the area where the shredding will take place.
Please let me know if you have any questions! •
Don Keller, CRM
Managing Partner
Advanced Information Management
1720 East Highway 264
Springdale,AR 72764
479-751-8120
don@aimrecords.com
www.aimrecords.com
1
AFFIDAVIT OF DESTRUCTION OF
FAYETTEVILLE DISTRICT COURT RECORDS
I, Dena Stockalper, do hereby certify that the following records of the Fayetteville
District Court, have been retained for at least three (3) years as specified under Ark. Cods
Ann. 16-10-211 and have been audited as required by law. The records listed below,
covering the time period stated, are to be destroyed by shredding said records.
TYPE OF RECORD TIME PERIOD
Receipts and Deposit Records 1/1/2012 - 12/31/2015
Deposits Records 1/1/2012— 12/31/2015
Payroll records 1/1/2012 - 12/31/2015
Police Tickets books 1/1/2012 - 12/31/2015
Dena S kalper, Chief lerk
William A. Storey, District Court udge
City Council Members
AFFIDAVIT OF DESTRUCTION OF
FAYETTEVILLE DISTRICT COURT RECORDS
I, Dena Stockalper, do hereby certify that the following records of the Fayetteville
District Court,have been retained for at least ten (10) years as specified under Ark. Cods
Ann. 16-10-211 and have been audited as required by law. The records listed below,
covering the time period stated, are to be destroyed by shredding said records.
TYPE OF RECORD TIME PERIOD
Small Claims and Civil Files and documents 1/1/2001 - 12/31/2008
Dena Stockalper, Chief /1 rki
�A1 � f-
William A. Storey, District Court J dge
City Council Members
AFFIDAVIT OF DESTRUCTION OF
FAYETTEVILLE DISTRICT COURT RECORDS
I, Dena Stockalper, do hereby certify that the following records of the Fayetteville
District Court, have been retained for at least seven (7) years as specified under Ark.
Cods Ann. 16-10-211 and have been audited as required by law. The records listed
below, covering the time period stated, are to be destroyed by shredding said records.
TYPE OF RECORD TIME PERIOD
Records and reports of court costs 1/1/2004 - 12/31/2011
Fines and Fess Assessed and collected 1/1/2004 - 12/31/2011
Case Files 1/1/2004 - 12/31/2011
Month End Settlements 1/1/2004 - 12/31/2011
Monthly distribution reports 1/1/2004 - 12/31/2011
Show cause orders 1/1/2004 - 12/31/2011
Case information, including arrest reports 1/1/2004 - 12/31/2011
and affidavits
Alternative serve and community service time 1/1/2004 - 12/31/2011
sheets
Dena .,•ckalper, Chief Cl
illiam A. Storey, District Court dge
City Council Members