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HomeMy WebLinkAboutFINANCE 03/17/2020 City of Bremerton 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 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 Records Retention Schedule(CORE)). Legal Disposition Authority(taken from Records Retention Schedule) Agency Records Description Date Method of Records Series Title Records Series Records Retention Minimum Retention Period (Box/Item numbers, Dates Covered Minimum Destruction(See DAN Schedule Retention volume,etc.) Met examples below*) Banking GS2011-185 CORE 3.3 6 YEARS BANK 1/1/2013—12/31/2013 1/1/2020 SHRED STATEMENTS Accounting GS2011-184 CORE 3.3 6 YEARS Purchasing 1/1/2012—12/31/2012 1/1/2019 SHRED Requisitions Accounting GS2011-184 CORE 3.3 6 YEARS DAILY RECEIPTS 1/1/2013-3/29/2013 1/1/2020 SHRED Accounting GS2011-184 CORE 3.3 6 YEARS DAILY RECEIPTS 4/2/2013-5/31/2013 1/1/2020 SHRED Accounting GS2011-184 CORE 3.3 6 YEARS DAILY RECEIPTS 6/3/2013-8/16/2013 1/1/2020 SHRED Accounting GS2011-184 CORE 3.3 6 YEARS DAILY RECEIPTS 8/21/2013-10/31/2013 1/1/2020 SHRED Accounting GS2011-184 CORE 3.3 6 YEARS DAILY RECEIPTS 11/1/2013-12/31/2013 1/1/2020 SHRED MISC RECEIPTS 1/1/2013—12/31/2013 Accounting GS2011-184 CORE 3.3 6 YEARS GBS REPORTS 1/1/2013—12/31/2013 1/1/2020 SHRED Accounting GS2011-184 CORE 3.3 6 YEARS GBS RECEIPTS& 1/1/2013—12/31/2013 1/1/2020 SHRED INVOICES Banking GS2011-185 CORE 3.3 6 YEARS BANK SPINDLE 1/1/2013—12/31/2013 1/1/2020 SHRED DEPOSIT BOOKS/SLIPS Form Revised 05/06/2014 City of Bremerton Public Records Destruction Log Accounting GS2011-184 CORE 3.3 6 YEARS ANNUAL 1/1/2013—12/31/2013 1/1/2020 SHRED REPORT-IFT Accounting GS2011-184 CORE 3.3 6 YEARS JOURNAL 1/1/2013—12/31/2013 1/1/2020 SHRED ENTRIES Accounting GS2011-183 CORE 3.3 6 YEARS Closed Grant 1/1/2013—12/31/2013 1/1/2020 SHRED Projects Accounting GS2011-184 CORE 3.3 6 YEARS Purch req,ach 1/1/2013—12/31/2013 1/1/2019 SHRED rpts,exp receipt, Ck p/u log Encum.rpts *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 Record's Manager approval: Employee Signature: rel-4171/Th- Printed Name: JUDIE CARLSON Division: FINANCIAL SERVICES The Records Manager must sign the approval of this request prior to the destruction of the listed records: Records Manager Signature: fitniklA Printed Name: 4.A. .V r Date Approved: The person/people respons' le r the destr of records must sign upon destruction of the listed records: o� �L� Employee Signature: L( Printed Name: f�1(G1 .- 1J(©u�11 Date Records Destroyed: ✓�' 7�Z0 2`' Vendor Business Name(if used): t�0401 1"Y rvtob t(C 5 hY&c{i n5 Phone: E 77 8�' 91 1 Z- Vendor Signature: ((( Printed Name: Date Records Destroyed: ✓-)7 '10 The retention and disposition action for this Public Records Destruction Log is"Retain for the life of the agency"pursuant to CORE series GSS0-09-06. Form Revised 05/06/2014