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2016-09-16 CC Various Records
Date: qJl�' z�i� Department: if (f RECORDS DESTRUCTION AUTHORIZATION FORM The records listed below (or on the attached list) are scheduled to be destroyed, as indicated on the Records Retention Schedule. The records are not the subject of any claim, litigation, investigation, or audit. (List records here, or attach a list) File # Records Description Start Date End Date Box # Retention Retention # Period Shredding is Required (Records contain private information) DOCUMENTS HAVE BEEN REVIEWED AND APPROVED FOR DESTRUCTION Department Head / Division Manager City Clerk L a -a City Attorney { Date Date 8/2-2- Date (Complete after destruction has been performed, if done by City Employees. If destruction is performed by a commercial vendor, have them provide you with a certificate.) HEREBY CERTIFY that the items listed above have been destroyed in accordance with City policies and procedures: Employee Performing Destruction ®1998-2008 Gladwell Governmental Services Inc Date RECORDS DESTRUCTION AUTHORIZATION LIST - 08/17/2016 FILE NAME BOX # RETENTION Agenda Item Forms 2004-2005 CC 18 CW -027 Agenda Item Forms 2006 CC 18 CW -027 Agenda Item Forms 2007 CC 18 CW -027 Agenda Item Forms 2008 CC 18 CW -027 Agenda Item Forms 2009 CC 18 CW -027 Agenda Item Forms 2010 CC 18 CW -027 FILE NAME COMAWNTS BOX RETENTION Pending Purchase Orders — Marin I.J. - P.O # 00359 07/2004 - 06/2006 CC27 CW -003 Pending Purchase Orders Redevelopment Agency 07/2004 — 06/2006 CC27 CW -003 Duplicating Forms 2003-2005 CC27 CW -027 Pay Roll 2004-2005 CC27 CW -028 San Rafael Planning Commission — Agendas & Minutes 2004-2005 CC27 CW -026 CONTENTS BOX # RETENTION CLAIMS CLAIMS CC33 CLAIM NUMBERS: 3-1-1900 - 3-1-2235 CC31 RM -003 DATES: 6/10/1996 - 12/4/2000 DATES: 12/13/2000 - 4/7/2004 (5+SETTLEMENT) CONTENTS BOX # RETENTION CLAIMS CC33 RM -003 CLAIM NUMBERS: 3-1-2236 - 3-1-2495 CC32 RM -003 DATES: 12/13/2000 - 4/7/2004 (5+SETTLEMENT) CONTENTS BOX # RETENTION CLAIMS CC33 RM -003 CLAIM NUMBERS: 3-1-2496 - 3-1-2738 DATES: 4/21/2004 - 12/20/2007 (5+SETTLEMENT) FILE CONTENTS - MOVED TO STORAGE MAY, 2012 BOX# RETENTION Chronological File — Correspondence, July 1, 2006 To Dec 31, 2006 CC34 CW -027 Chronological File — Correspondence, Jan 1, 2007 To June 30, 2007 CC34 CW -027 Pending Purchase Orders #00411 - Marin IJ 7/1/06 - 12/31/06 CC34 CW -003 Pending Purchase Orders #00411 - Marin IJ 1/1/07 - 6/30/07 CC34 CW -003 Pending Purchase Orders #00449 - Marin IJ 7/1/07 - 12/31/07 CC34 CW -003 Pending Purchase Orders #00412 — RA / Misc. 7/1/06 - 6/30/07 CC34 CW -003 Payroll 2006 CC34 CW -028 Certifications of Posting Agendas - CC / RA Meetings - 1/3/05 - 12/19/05 CC34 CC -039 Certifications of Posting Agendas - CC / RA Meetings - 1/3/06 - 12/18/06 CC34 CC -039 Certifications of Posting Agendas - CC / RA Meetings - 1/2/07 - 12/17/07 CC34 CC -039 Certifications of Posting Agendas - CC / RA Meetings - 12/07 - 12/08 CC34 CC -039 FILE CONTENTS BOX # RETENTION Warrants (Claims) - 2004 CC35 RM -003 (5+SETTLEMENT) Warrants (Claims) - 2005 CC35 RM -003 Warrants (Claims) - 2006 CC35 RM -003 Duplicating Forms - 2006 CC35 CW -027 Duplicating Forms - 2007 CC35 CW -027 Fees Named By Resolution/ Fees Set By Ordinance 8/2/76- 5/7/79 CC35 CW -026 Redevelopment Agency Attendance Roster 1/16/1996 - 6/16/2008 CC35 CW -030 San Rafael Planning Commission Agendas & Minutes 2006 CC35 CW -026 San Rafael Planning Commission Agendas & Minutes 2007 CC35 CW -026 City Attorney 1982 - 2004 (Jeanne's File) CC35 CW -030 City Council Action Agendas - 2005 CC35 CW -030 City Council Action Agendas - 2006 CC35 CW -030 City Council Action Agendas - Jan, 2007 - Dec, 2009 CC35 CW -030 CONTENTS I BOX # RETENTION Old Insurance Certificates - Completed Projects (check for 11 years) I CC39 CC -030 FILE NAME BOX # RETENTION Agenda item packets (notes) 1986 M12 CW -027 Purchase Orders M -S (1977 — 1978) CW -003 Requisitions and Purchase Orders (CC 1977 — 1982) (RA 1980 — 198 1) M14 CW -003 Warrants 1977 — 1981 Plans & Specs & Timekeeping M15 CW -026 Action Agendas & Suspense Lists 1977 — 1982 M16 CW -026 Chronological File 1984 — 1986 M17 CW -027 Planning Commission Agendas / Meetings (duplicates) 1977-1985 Special Agenda Mailings 1981 — 1985 Chronological Correspondence 1986 — 1988 M21 CW -027 Timekeeping 1986 — 1988 RA / CC Agendas & Minutes Mailings 1983-1987 Stock Room Requisitions 1981-1986 Delivery Slips 1986 — 1988 Duplicating Forms 1987-1988 Newspaper Clippings 1987 Correspondence M22 CW -027 Parking & misc. receipts 1982-1984 Action Agendas & Suspense Lists 1984 — 1988 M24 CW -026 Pre -Agendas 1987 — 1988 Proposed Agendas 1985 — 1988 Suspense items from CC/RA meetings 1985-1986 M25 CW -027 Action Agendas and Suspense Lists 1985 — June, 1986 Chronological correspondence 1985 — June, 1986 Planning Commission Agendas and minutes (copies) M27 CW -027 Time Keeping 1989 — 1990 Certification of Posting agendas 1987 Delivery Slips 1989 — 1990 Chronological Correspondence 1989 — 1990 Warrants (claims) 1986 — 1990 Action Agendas suspense lists 1989 Receipts for payments 1989-1990 9-6 (1956-1961) International Municipal Clerks Assn. 1977 — 1981 Chronological Correspondence 1991 — 1995 Action Agendas — Suspense List 1990 — 1995 Planning Commission agendas and minutes (copies) 1991 — 1996 Payroll 1996 Time keeping 1991 — 1995 RA attendance rosters 1990 — 1995 Newspaper clippings 1990-1995 Personnel 1990-1991 Mailing lists & special agenda mailings 1992-1993 Delivery slips 1990-1991, 1994-1996 Certification of posting agendas 1993-1996 Petty cash receipts 1977-1993 Suspense items 1990 — November 1992 Closed session agendas 1989 — March 1994 Appeal of handicapped access requirements 1984 — 1987 Stock room acquisitions 1987 — 1993 Duplication forms 1990-1996 orders July 1988 — Dec. 1993 rchase orders 1994 — 1997 Pending purchase orders 1993-1997 Chronological Correspondence 1996 — 1997 Special agenda mailings 1994 -1997 Action agendas 1997 Payroll 1997 Agenda preparation log 1994 — 1998 Agenda item forms 1995 — 1997 artment head meetings 1989 — 1998 M36 M50 M51 M52 IUrI W, CW -026 CW -027 CW -026 CW -003 CW -003 U-02.7 M54 CW -026 M55 M58 M59 M63 M65 CW -003 CW -003 CW -003 CW -026 CW -027 CW -026 CW -027 CW -026 FILE NAME BOX # RETENTION RA Packets 1997 — 1998 RA14 CW -026 RA agenda packets 1998 — 1999 RA 15 CW -026 4 RA agenda packets 2000-2001 RA16 CW -026 RA agenda packets 2003-2004 RA18 CW -026 RA agenda packets 2005-2007 RA19 CW -026 FILE NAME BOX # RETENTION Claims 1978 - 1983 501 CC -050 Claims 1977 — 1979 502 CC -050 Claims 1979 — 1981 503 CC -050 Claims 3-1-1 — 3-1-118 (pre -1984) Receipts and purchase orders 1977-1982 504 CC -050 CW -003 Claims 3-1-119 — 3-1-231 (pre -1984) 505 CC -050 Claims 3-1-232 — 3-1-325 (re -1984) 506 CC -050 Claims 3-1-326 — 3-1-409 (pre -1984) 507 CC -050 Claims 3-1-410 — 3-1-485 (pre -1984) 508 CC -050 Claims 3-1-486 — 3-1-549 (pre -1984) 509 CC -050 Claims 3-1-550 — 3-1-618 (pre -1984) 510 CC -050 Claims 3-1-619 — 3-1-650 (pre -1984) 511 CC -050 Claims 3-1-651 — 3-1-725 (pre -1984) 512 CC -050 Claims 3-1-726 — 3-1-1265 (pre -1984 - 1987) 513 CC -050 Claims 3-1-1266 — 3-1-1299 (1987) 514 CC -050 Claims 3-1-1266 — 3-1-1598 (1987 — 1991) 515 CC -050 Lawsuits 3-2-37 — 3-2-64 (1982 — 1987) 516 CC -050 Claims 1990 — 1993 Loss Comm. Chron. File 1995 — 1997 Potential Claims 1995 — 1996 Precautionary Claims 1996 Claims 3-1-1599 — 1-1-1899 517 CC -050 CW -026 FILE NAME BOX # RETENTION CC Agenda Packets (notes) 01.2003 — 03.2003 X52 CW -026 CC Agenda Packets (notes) 04.2003 — 06.2003 X53 CW -026 CC Agenda Packets (notes) 07.2003 — 10.2003 X54 CW -026 CC Agenda Packets (notes) 10.2003 — 12.2003 X55 CW -026 CC Agenda Packets (notes) 01.2004 — 04.2004 X56 CW -026 CC Agenda Packets (notes) 11.2005 — 03.2005 X59 CW -026 CC Agenda Packets (notes) 04.2005 — 07.2005 X60 CW -026 CC Agenda Packets (notes) 08.2005 — 12.2005 X61 CW -026 CC Agenda Packets (notes) 01.2006 — 05.2006 X62 CW -026 CC Agenda Packets (notes) 06.2006 — 08.2006 X63 CW -026 CC Agenda Packets (notes) 08.2006 — 12.2006 X64 CW -026 SNR CREDIT CARD USE SLIP Date of purchase �6 Name on Card:Z(ly5 1 Purchase made by_I 1 Location of Purchase Amount of Purchase $� Explanation of Purchase RECEIPT MUST BE ATTACHED —Taped or stapled Account: 12-77 5:�xz III-IV 512/7 11L 790 (Tape Cash Register Receipt Here)