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HomeMy WebLinkAboutFINANCE 05/11/2018Local 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 434-610-0701 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) Agency Records Description Date Method(s) of Records Series Records Series Records Retention Minimum Retention Period (Box/item numbers, Dates Covered Minimum Destruction Title DAN Schedule volume, etc.) Retention (See examples, Met below*) Accounting GS2011-184 CORE 3.3 6 years Receipts(parking) 1/l/2011-12/31//2011 1/1/2018 Shred Accounting GS2011-184 CORE 3.3 6 years Daily Receipts 1/1/2011– 3/18/2011 1/1/2018 Shred Accounting GS2011-184 CORE 3.3 6 years Daily Receipts 3/21/2011– 5/31/2011 1/1/2018 Shred *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 responsible for �1inventorying the listed records must sign below prior to the Records Manager's approval: _ Employee Signature: V Printed Name: J �6` l ` ' ► wr a Division: r( rw'n Ce The Records Manager mus i approval of this request prior to the destruction of the listed records: Records Manager Signatur Printed Nam &II l "}�fir Date Approved: The person/people responsible for the destruction of records must sign upon destruction of the lii�sted records: Employee Signature: Printed Name: )/,(j�LC —`-' so r Date Records Destroyed: Vendor Business Name (if sed): Phone: Vendor Signature: Printed Name: Date Records Destroyed: //,, Zy -/ &- The retention and disposition action for this Public Records Destruction Log is "Retain for the life of the agency" pursuant to CORE series G550-09-06. 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. 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 Locol Govemment Common Records Retention Schedule (CORE). Legal Disposition Authority (taken from Records Retention Schedule) Agency Records Description Date Method(s) of Records Series Records Series Records Retention Minimum Retention Period (Box/item numbers, Oates Covered Minimum Destruction Title DAN Schedule volume, etc.) Retention (See examples, Met below") Accounting GS2011-184 CORE 3.3 6 years Daily Receipts 6/1/2011-8/18/2011 1/1/2018 Shred Accounting GS2011-184 CORE 3.3 6 years Daily Receipts 8/15/2011— 10/31/2011 1/1/2018 Shred Daily Receipts 11/1/2011— 12/31/2011 Accounting GS2011-184 CORE 3.3 6 years 1/1/2018 Shred Misc, Receipts 1/1/2011— 12/31/2011 *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 responsible for inventorying the listed records must sign below prior to the Records Manager's approval: Employee Signature: Printed Name: 7 -S u&-th CO -V" �V n / Division: 1�� `-(p The Records Manager mus ign a approval of this request prior to the destruction of the listed records: / Records Manager Signature: Printed Name: dAAlKWV'�- arl\n. Date Approved: The person/people responsible for the destruction of records must sign upon destruction of the listed records: Employee Signature: Printed Name: �o�� Com^ 5 0 ✓� 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. 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 434-610-0701 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) Agency Records Description Date Method(s) of Records series Records Series Records Retention Minimum Retention Period (Box/item numbers, Dates Covered Minimum Destruction Title DAN schedule volume, etc.) Retention (see examples, Met below*) Accounting GS2011-184 CORE 3.3 6 years 1/E & IFT 1/1/2011- 12/31/2011 1/1/2018 Shred Accounting GS2011-183 CORE 3.3 6 years Closed Grants 1/1/2011— 12/31/2011 1/1/2018 Shred Combined ExciseTax Accounting GS50-12D-04 CORE 3.3 6 years 1/1/2011— 12/31/2011 1/1/2018 Shred *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 responsible for inventorying the listed records must sign below prior to the ecords Manager's approval: Employee Signature: Printed Name: I/lOy� i V ` �S d� Division: pati The Records Manager mustfgnapproval f this request prior to the destruction of the listed records: Records Manager Signature: Printed Name: I�VLV1fM L r� Y �� Date Approved: E)•11-1k- The i lk The person/people responsible for the destruction of records must sign upon de�st�r�u/c�tiio/n� of he listed records: Employee Signature: Printed Name: YMA-4yl'C� S Date Records Destroyed: Vendor Business Name (if sed): 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. 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 434-610-0701, 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) Agency Records Description Date Method(s) of Records Series Records Series Records Retention Minimum Retention Period (Box/item numbers, Dates Covered Minimum Destruction Title DAN Schedule volume, etc.) Retention (See examples, Met below*) Accounting GS2011-184 CORE 3.3 6 years GBS Receipts 1/1/2011- 12/31/2011 1/1/2018 Shred Invoices Banking GS2011-18S CORE 3.3 6 years Bank Spindle 1/1/2011- 12/31/2011 1/1/2018 Shred Dep books,slips *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 responsible for invento Employee Signature: The Records Manager must Records Manager Signature: ap the listed records must sign 4�glpw�p�rior to the Records Manager's approval: �— Printed Name: J LttW''� CO -V ( S o Division: of this request prior to the destruction of the listed records: Printed Name: 1'1 Vl U✓l �QY1� Date Approved: The person/people responsible for the destruction of records must sign upon destruction of the listed records: Employee Signature: xc&Printed Name: J� (ice ��f�✓) Vendor Business Name (if used): Vendor Signature: Printed Name: 6--114 Date Records Destroyed: q, Zo -( Phone: 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. 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) Agency Records Description Date Method(s) of Records Series Records Series Records Retention Minimum Retention Period (Box/Item numbers Dates Covered Minimum Destruction Title DAN Schedule volume, etc.) Retention (See examples, Met below") Banking GS2011-18S CORE 3.3 6 years Bank Statements 1/1/2011-12/31/2011 1/1/2018 Shred *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 responsible for inventorying the listed records must sign below prior to the Records Manager's approval: r Employee Signature: Printed Name: J RC4 A CO l `� Division: FIrl" 6— The Records Manager mu sign the approval of this request prior to the destruction of the listed records: Records Manager Signature: Printed Name: �' Date Approved: The person/people responsible for the destruction of records must sign upon destructionof the listed records: Employee Signature: Printed Name: couw 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. 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) Agency Records Description Date Method(s) of Records Series Records Series Records Retention Minimum Retention Period (Bolm numbers, Dates Covered Minimum Destruction Title DAN Schedule volume, volu ' etc.) Retention (See examples, Met below*) Accounts & CORE Cancelled Cks Shred GS2011-185 6 years 1/1/2009 12/31/2009 1/1/2016 Transactions 3.3 KCC Bin Accounts & CORE Cancelled cks Shred GS2011 185 6 years 1/1/2010 12/31/2010 1/1/2017 Transactions 3.3 KCC Bin Accounts & Core Cancelled cks Shred GS2011-185 6 years 1/1/2011-12/31/2011 1/1/2018 Transactions 3.3 KCC B i n *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 responsible for inventorying the listed records must sign below prior C r__ to the Records Manager's approvals Employee Signature:4— Printed Name: �TLAd t t' WY'(/Sd"'? Division: /–! 11 C� f/( t✓� The Records Manager must sign t app�thist prior to the destruction the listed sec//ords: Records Manager Signature:Printed Name: rXM L ' COrb`s-- Date Approved: The person/people responsible for the destruction of records must sign upon destruction of the listed records: Employee Signature: Printed Name: i �� Date Records Destroyed: Vendor Business Name (if used): Vendor Signature: Printed Name: Phone: Date Records Destroyed: 3-z7 19 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. 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 11CW 40.74.070, 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 Locol Government Common Records Retention Schedule (CORE). Legal Disposition Authority (taken from Records Retention Schedule) Agency Records Description Date Method(s) of Records Series Records Series Records Retention Minimum Retention Period (Boz/item numbers, Dates Covered Minimum Destruction Title DAN Schedule volume, etc.) Retention (See examples, Met below*) Financial CORE Transactions- GS2011-184 6 years Receipt Books 2004-2008 1/1/2016 Shred Bin 3.3 General Accounts & CORE Cancelled Ck GS2011 185 6 years 1/1/2011-12/31/2011 1J1J2018 Shred Bin Transactions 3 3 On CD's CORE Shred Bin 3.3 *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 responsible for inventorying the listed records must sign below ,,Qprior to�the Records Manager's approval: Employee Signature: Printed Name: J(tU � 1 ,/ ('S d V1 Division: F—( tiC-q ce The Records Manager muU sign a approval of this request prior to the destruction the listed records: Records Manager Signature: Printed Name: t Date Approved The person/people responsible for the destruction of records must sign upon destruction of the listed records: Employee Signature: Printed Name: J-(4°"�' Vi coa156 ✓1 Date Records Destroyed: 3-27� Z,0 Vendor Business Name (i 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 G550-09-06. 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. 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 h_CW 40.14.0/0, VuIAC 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 Goveow ent Common Records Retention Schedule (CORE). Legal Disposition Authority (taken from Records Retention Schedule) Agency Records Description Date Method(s) of Records Series Records Series Records Retention Minimum Retention Period (Box/Item numbers, Dates Covered Minimum Destruction Title DAN Schedule volume, etc.) Retention (See examples, Met below*) Collection Agency Collection Agency Shred GS2012 047 CORE 3.3 4 Years 1/1J202-12/31/2010 1/1/2015 Reports Receipt/Rpts gin Collection Agency Collection Agency Shred G52012-047 CORE 3.3 4 Years 1/1%2000 12/31/2004 1j1/2009 Reports Receipt/Rpts Bin Collection Agency Collection Agency Shred GS2012-047 CORE 3.3 4 Years 1/1/1996-12/31/2004 1/1/2009 Reports 11 Receipts/Rpts Bin *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 responsible for inventorying the listed records must sign below prior to the Records Manager's approval: Employee Signature: Printed Name: �l Vl tivlE V I �Sd Division: C.O The Records Manager mu sign #w approval this request prior to the destruction of the listed records: Records Manager Signature: Printed Name: L. Date Approved: The person/people resporlsible for the destruction of records must sign upon destruction �of the listed records: Employee Signature: Printed Name: JV�(�y l (S Date Records Destroyed: Vendor Business Name (if used): Phone: Vendor Signature: Printed Name: Date Records Destroyed: 3 -Z7 -Z0(£ - 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. 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 HCW 40.74.070, 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) Agency Records Description Date Method(s) of Records Series Records Series Records Retention Minimum Retention Period (Box/Item numbers, Dates Covered Minimum Destruction Title DAN Schedule volume, etc.) Retention (See examples, Met below*) LID -Tax Stmts & CORE Shred GS50 12D 08 6 years LID 326 Through 12J31/2011 1/1J2018 Receipts 3 3 Bin LID -Tax Stmts & CORE Shred GS50 12D 08 6 years LID 327 & 328 Through 12/31/2009 1J1J2016 Receipts 3 3 Bin LID -Tax Stmts & GS50-12D-08 CORE 6 years LID 329 Through 12/31/2002 1/1/2009 Shred Receipts 3.3 Bin *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 responsible for inventorying the listed records must sign below prior to the Records Manager's approval: Employee Signature:---- G��_ Printed Name: 7�� Od(�0 ✓I Division: f( rxtm C -P The Records Manager musign the approval of this request prior to the destruction of the listed records: Records Manager Signature: Printed Name: Date Approved: The person/people responsible for the destruction of records must sign upon destruction of the listed records: c/ Employee Signature: Printed Name: v� (r S d 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.