HomeMy WebLinkAboutFINANCE - 05/29/2014 Local Government Public Records Destruction Log
The purpose of this form is to document compliance and reasonable accountability by verifying that specific public records have met current, approved minimum
retention periods before being destroyed pursuant to RCW 40.14.070, WAC 434 - 610 -070, and WAC 434 - 640 -010, -020, and -030 Please fill out this form when
destroying all public records whose minimum retention is other than "Retain until no longer needed for agency business then destroy' (such as records covered in
the "Records with Minimal Retention Value" section of the Local Government Common Records Retention Schedule (CORE).
Legal Disposition Authority (taken from Records Retention Schedule) Description Agency Records
Date Method(s) of
Records Series Records Series Records Retention u Minimum Retention Period (Box/item Minimum Destruction
Title DAN Schedule vo m numbers, Dates Covered Retention (See examples,
volume, etc.)
Met below')
Banking GS2011 -1 LGCR 6 years after end of fiscal 3 box Bank January 2007 - January outside contractor
85 year Statements December 2007 Q� shredding
Accounting GS2011 -1 LGCR 6 years after end of fiscal 7 boxes cash January - December January outside
84 year receipts 2007 1, 2014 contractor
shredding
*Examples of methods of destruction: electronic deletion, in -house OR outside contractor shredding, secure recycling, other (describe)
Statement: The public records listed above have met their minimum retention period(s), are not subject to ongoing or reasonably
anticipated litigation or public records requests, are not needed for audit or other agency business, and shall be destroyed.
The individual responsiblk f r inv!!'e tying the listed records must sign below prior to the Records Manager's approval:
Employee Signature. U_ 0 C_- Printed Name: Felic B rown Division: Fin Services
The Records Manager must isi approv request prior to the destructio f the listed records:
Records Manager Signature: Printed Name: !'1 I16�t Date Approved: //
The person /people responsible for the destruction of records must sign upon destruction of the listed records:
Employee Signature: Printed Name: Date Records Destroyed:
Vendor Business Name (if used): Phone:
Vendor Signature: Printed Name: Date Records Destroyed:
The retention and disposition action for this Public Records Destruction Log is "Retain for the life of the agency" pursuant to CORE series GS50- 09 -06.
This sample form was prepared by Washington State Archives as a courtesy to local government agencies in January, 2014.
It may be modified to meet individual agency needs.