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Home My WebLink About16-136 - Resolutions RESOLUTION NO. 16-136 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, AUTHORIZING THE DESTRUCTION OF OBSOLETE CITY RECORDS WHICH ARE NO LONGER REQUIRED AS SET FORTH IN CALIFORNIA GOVERNMENT CODE SECTION 34090 AND OTHER APPLICABLE LEGAL REFERENCES WHEREAS, it has been determined that certain City records have been retained in compliance with all applicable Federal, State and local statutes; and WHEREAS, said City records have met their useful life and are no longer required for public or private purposes: WHEREAS, destruction of said records is necessary to reduce storage costs, increase staff productivity, and maintain conformance with the City's Records Management Policy; and WHEREAS, said records as listed in Exhibit "A" attached hereto have been approved for purging by the City Attorney; NOW, THEREFORE, the City Council of the City of Rancho Cucamonga does hereby resolve as follows: SECTION 1: That approval and authorization is hereby given to purge records described as Exhibit "A" attached hereto and made a part hereof. SECTION 2: That the City Clerk shall certify to the adoption of this resolution, and thenceforth and thereafter the same shall be in full force and effect. Resolution No. 16-136 — Page 1 of 25 PASSED, APPROVED, AND ADOPTED this 7th day of September 2016. AYES: Alexander, Kennedy, Michael, Spagnolo, Williams NOES: None ABSENT: None ABSTAINED: None LchaelMay# ATTEST: 4,607ed4 - ice C. Reynolds, C I, JANICE C. REYNOLDS, CITY CLERK of the City of Rancho Cucamonga, California, do hereby certify that the foregoing Resolution was duly passed, approved and adopted by the City Council of the City of Rancho Cucamonga, California, at a Regular Meeting of said City Council held on the 7th day of September 2016. Executed this 8th day of September 2016, at Rancho Cucamonga, California. of,./1/.1.41._Je C. Reynolds, City C4/21(.14 Resolution No. 16-136— Page 2 of 25 EXHIBIT 'A' Authorizations to purge records for the following Departments / Divisions Building & Safety Community Services Finance Finance/Fire Personnel Risk Management Resolution No. 16-136 — Page 3 of 25 MEMORANDUM LTJ RANCHO Date: August 17, 2016 CUCAMONGA To: James Markman, City Attorney From: Carrie Pincott, Records Coordinator Subject: Request for Approval of June 30, 2016, Purging of City Records Attached are Record's Destruction Notification Reports for the June 30, 2016, purging of records. According to the Records Retention Schedule, the attached records are now due to be purged. Please sign once below confirming the City Attorney's approval of the semi-annual destruction for the attached forms. City Attorney Approval 71÷14-44 g-o-m ignature Date Resolution No. 16-136 — Page 4 of 25 Notification Number Destruction Notification Report 425 City of Rancho Cucamonga (RC) Records Management Division (TMP) BUILDING & SAFETY DIV (4373) Bill to Name: (4373) Records Coordinator: Valerie Victorino Mail Code: Phone: (909)477-2700 ext: 4/27 he following records are due for destruction on 06/30/2016. Place your initials next to EACH box you authorize to be destroyed, then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo "ustifying the hold. Return the entire list to the Records Division by 06/30/2016.. Destroy Permanent Record Title i (X)Code Box Number Code �/✓ QScan/Recyc 5383 Box Contents: Box Contents: jA,/ Qscan/Recyc lQscan/Recyc , f(/QScan/Recyc /1•/ QScan/Recyc nScan/Recyc QScan/Recyc '✓ QScan/Recyc 5385 Box Contents: Box Contents: 5389 Box Contents: 5412 Box Contents: Box Contents: 5413 Box Contents: Box Contents: 5387 Box Contents: 5388 Box Contents: 5390 Box Contents: Record Title Name Dates (Box Contents) Begining Ending 12/14/2013 01/13/2014 8020.1 Construction Permits Finaled Building Permits 12/14-13 - 01-13-14 8020.1 Construction Permits Finaled Building Permits 12-01-13 through 01-31-14 8020.1 Construction Permits Finaled Permits 8020.1 Construction Permits Building Permits (Finaled) 3/4/14 thru 3/25/14 8020.1 Construction Permits Finaled Permits 3/4/14 thru 3/25/14 8020.1 Construction Permits Finaled Permits 8020.1 Construction Permits Finaled Permits 8020.1 Construction Permits Finaled Permits 12/01/2013 01/31/2014 01/14/2014 03/04/2014 03/04/2014 03/25/2014 03/04/2014 03/25/2014 01/01/2014 03/31/2014 03/01/2014 04/09/2014 03/25/2014 04/09/2014 On Hold? 06/27/2016 09:15:55 Page 1 Destroy Date 06/30/2016 Location Space# 01/13/2016 0 01/31/2016 03/04/2016 03/25/2016 03/25/2016 03/31/2016 04/09/2016 04/09/2016 0 0 0 0 0 0 0 Resolution No. 16-136 — Page 5 of 25 Notification Number Destruction Notification Report 425 City of Rancho Cucamonga (RC) Records Management Division (TMP) BUILDING & SAFETY DIV (4373) Bill to Name: (4373) Records Coordinator: Valerie Victorino Mail Code: Phone: (909)477-2700 ext 427 The following records are due for destruction on 06/30/2016. Place your initials next to EACH box you authorize to be destroyed, then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo justifying the hold. Return the entire list to the Records Division by 06/30/2016.. Destroy (X)Code QScan/Recyc 44/[]Scan/Recyc Vy QScan/Recyc /I' Scan/Recyc V Jcan/Recyc Permanent Box Number 5426 Box Contents: 5488 Box Contents: Box Contents: Box Contents: 5423 Box Contents: Box Contents: 5425 Box Contents: 5427 Box Contents: Record Title Record Title Name Code (Box Contents) 8020.1 Construction Permits Finaled Permits 8020.1 Construction Permits Finaled Building Permits 04-10-11 thru 05-21-14 Finaled permits 8020.1 Construction Permits Building Permits Scanned by DataArc 8020.1 Construction Permits Finaled Permits ' 8020.1 Construction Permits Finaled Building Permits g a a la -"Oa Date 06/27/2016 09:15:55 Page 2 Dates On Destroy Date Begining Ending Hold? 05/30/2016 Location Space# 04/10/2014 05/21/2014 05/21/2016 0 04/10/2014 05/21/2014 05/21/2016 0 05/22/2014 06/23/2014 05/22/2014 05/22/2014 06/23/2014 06/23/2014 Total Eligible Boxes to be destroyed = Eligible Boxes on Hold Elgibile Boxes Checked Out Eligible Boxes Removed Total Available Boxes to be destroyed = 13 0 0 0 13 06/23/2016 03-02-03 06/23/2016 06/23/2016 0 0 n No. 16-136 — Page 6 of 25 0 a) It Notification Number 426 Destruction Notification Report City of Rancho Cucamonga (RC) Records Management Division (TMP) COMMUNITY SERVICES (4532) Bill to Name: (4532) Records Coordinator: MORALES, MELISSA Mail Code: Phone: (909)477-2760 en: 2103 he following records are due for destruction on 06/30/2016. Place your Initials next to EACH box you authorize to be estroyed, then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo 'ustifying the hold. Return the entire list to the Records Division by 06/30/2016.. 06/27/2016 09:16:56 Page 1 Destroy Permanent Record Title Record Title Name Dates On Destroy Date (X) ode Box Number Code (Box Contents) Begining Ending Hold? 06/30/2016 Location Space# i[ Shred 5643 14010.2 Registration Forms & Receipts 02/01/2014 03/31/2014 03/31/2016 02-02-02 5 Box Contents: Central Park Registration Forms [hred 5638 14010.2 Registration Forms & Receipts 04/01/2014 05/31/2014 05/31/2016 02-01-02 4 Box Contents: Central Park Registration Forms E = Excluded Total Eligible Boxes to be destroyed = 2 Eligible Boxes on Hold = 0 Elgibile Boxes Checked Out = 0 Eligible Boxes Removed = 0 Total Available Boxes to be destroyed = 2 Resolution No. 16-136 — Page 7 of 25 Notification Number 428 Destruction Notification Report City of Rancho Cucamonga (RC) Records Management Division (TMP) FIRE FINANCE (5027) Bill to Name: (5027) Records Coordinator: Tamara Layne Mail Code: Phone: (909)477-2700 ext: 2430 The following records are due for destruction on 06/30/2016. Place your initials next to EACH box you authorize to be destroyed, then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo ,justifying the hold. Return the entire list to the Records Division by 06/30/2016.. Permanent Record Title Record Title Name Dates On Destroy Date Box Number Code (Box Contents) Segining Ending Hold? 06/30/2016 Location Space# Destroy (X)Code lshred 5254 4040.0 Fire - Payroll Records 01/01/2011 03/31/2011 03/31/2016 14-01-04 4 �}�' Box Contents: Fire Payroll Reports Box Contents: 1102001 thru 1102005 hred 5206 4040.0 Fire - Payroll Records 03/01/2011 05/31/2011 05/31/2016 11-04-01 6 06/27/2016 09:20:58 Page 1 Box Contents: Fire Payroll Reports Box Contents: 1102006 thru 1102011 Box Contents: 3-18-11 thru 5-27-11 E = Excluded -- ` Date to Total Eligible Boxes to be destroyed = 2 Eligible Boxes on Hold = 0 Elgibile Boxes Checked Out = 0 Eligible Boxes Removed = 0 Total Available Boxes to be destroyed = 2 Resolution No. 16-136 — Page 8 of 25 Notification Number 423 Destruction Notification Report City of Rancho Cucamonga (RC) Records Management Division (TMP) FINANCE (4151) Bill to Name: (4151) Records Coordinator: LAYNE, TAMARA Mail Code: Phone: (909)477-2700 ext: 2430 he following records are due for destruction on 06/30/2016. Place your initials next to EACH box you authorize to be destroyed, then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo 'ustifying the hold. Return the entire list to the Records Division by 06/30/2016.. Destroy (X)Code hred 5214 // Box Contents: Permanent Box Number ui Wit 11. red hred hred red phred MAI 5099 Box Contents: Box Contents: 5100 Box Contents: Box Contents: 5101 Box Contents: Box Contents: 5102 Box Contents: Box Contents: 5103 Box Contents: Box Contents: Box Contents: Shred 5104 Box Contents: Box Contents: Box Contents: 414 Record Title Record Title Name Code (Box Contents) 4010.1 Accounts Payable PCard Statements 4010.1 Accounts Payable Accounts Payable CVWD 4010.1 Accounts Payable Accounts Payable Brodart 4010.1 Accounts Payable Accounts Payable Brodart 4010.1 Accounts Payable Accounts Payable Redlands ARB - Rickland 4010.1 Accounts Payable Accounts Payable Western University - Zones Corp. Solutions 4010.1 Accounts Payable Accounts Payable SC Fuels - Slater Waterproof Dates Begining Ending 12/01/2008 05/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 On Hold? 06/23/2016 17:58:10 Page 1 Destroy Date 06/30/2016 Location Space# 05/30/2016 13-01-03 1 06/30/2016 12-02-02 2 06/30/2016 12-02-01 3 06/30/2016 12-02-01 2 06/30/2016 12-02-01 1 06/30/2016 13-02-04 6 06/30/2016 13-02-04 5 Resolution No. 16-136 — Page 9 of 25 Notification Number 423 Destruction Notification Report City of Rancho Cucamonga (RC) Records Management Division (TMP) FINANCE (4151) Bill to Name: (4151) Records Coordinator: LAYNE, TAMARA Mail Code: Phone: (909)477-2700 ext 2430 The following records are due for destruction on 06/30/2016. Place your initials next to EACH box you authorize to be destroyed, then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo justifying the hold. Return the entire list to the Records Division by 06/30/2016.. Destroy (X)Code Permanent Record Title Record Title Name Dates Box Number Code (Box Contents) Begining Ending bred 5105 Box Contents: Box Contents: Box Contents: shred 5106 Box Contents: Box Contents: bred 5107 Box Contents: Box Contents: bred 5108 Box Contents: Box Contents: ¶ hred 5109 r/T Box Contents: Box Contents: thred 5110 Box Contents: Box Contents: /hred 5111 Box Contents: Box Contents: Box Contents: 4010.1 Accounts Payable Accounts Payable Slims Key Shop - Sulley Miller 4010.1 Accounts Payable Accounts Payable Brodart 4010,1 Accounts Payable Accounts Payable SCE 4010.1 Accounts Payable Accounts Payable S-Po's - SC Fuels 4010,1 Accounts Payable Accounts Payable Verizon Wireless 4010.1 Accounts Payable Accounts Payable Rippetoe Mills - S-Misc. 4010.1 Accounts Payable Accounts Payable Wafers Wholesale - Western Milling 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 06/23/2016 17:58:10 Page 2 On Destroy Date Hold? 06/30/2016 Location Space# 06/30/2016 13-02-04 4 06/30/2016 13-02-02 6 06/30/2016 13-02-03 5 06/30/2016 13-02-03 4 06/30/2016 13-02-02 6 06/30/2016 13-02-02 5 06/30/2016 13-02-02 4 36 — Page 10 of 25 Resolution No. 16 Notification Number 423 Destruction Notification Report City of Rancho Cucamonga (RC) Records Management Division (TMP) FINANCE (4151) Bill to Name: (4151) Records Coordinator: LAYNE, TAMARA Mail Code: Phone: (909)477-2700 ext: 2430 The following records are due for destruction on 06/30/2016. Place your initials next to EACH box you authorize to be destroyed, then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo justifying the hold. Return the entire list to the Records Division by 06/30/2016.. Destroy (X)Code Permanent Box Number ij Shred 5112 77 Box Contents: Box Contents: i Shred red 5113 Box Contents: Box Contents: Box Contents: 5128 Box Contents: Box Contents: hred 5129 Box Contents: Box Contents: hred 5130 Box Contents: Box Contents: red 19Shred 5131 Box Contents: Box Contents: 5132 Box Contents: Box Contents: Record Title Record Title Name Code (Box Contents) 4010.1 Accounts Payable Accounts Payable Verizon - K. Walters 4010.1 Accounts Payable • Accounts Payable Thomad Publishing - Underground Tech. 4010.1 Accounts Payable Accounts Payable auto - Redflex 4010.1 Accounts Payable Accounts Payable Upland Animal Hospital 4010.1 Accounts Payable Accounts Payable SCE 4010.1 Accounts Payable Accounts Payable Verizon 4010.1 Accounts Payable Accounts Payable Valdez - Verizon Dates Begining Ending 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 06/23/2016 17:58:10 Page 3 On Destroy Date Hold? 06/30/2016 Location Space# 06/30/2016 13-02-01 6 06/30/2016 13-02-01 5 06/30/2016 08-02-03 1 06/30/2016 08-02-05 1 06/30/2016 08-02-02 2 06/30/2016 08-02-03 2 06/30/2016 08-02-04 2 Resolution No. 16-136 — Page 11 of 25 Notification Number 423 Destruction Notification Report City of Rancho Cucamonga (RC) Records Management Division (TMP) FINANCE (4151) Bill to Name: (4151) Records Coordinator: LAYNE, TAMARA Mail Code: Phone: (909)477-2700 ext: 2430 he following records are due for destruction on 06/30/2016. Place your initials next to EACH box you authorize to be destroyed, then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo justifying the hold. Return the entire list to the Records Division by 06/30/2016.. Destroy X)Code .1/LyShred AiShred Shred Shred phred Shred hred IP Iii Data Permanent Box Number 5133 Box Contents: Box Contents: 5134 Box Contents: Box Contents: 5135 Box Contents: Box Contents: 5136 Box Contents: Box Contents: 5137 Box Contents: Box Contents: 5138 Box Contents: Box Contents: 5139 Box Contents: Box Contents: Record Title Record Title Name Dates Code (Box Contents) 4010.1 Accounts Payable Accounts Payable Sun Badge - Theodore Robins Ford 4010.1 Accounts Payable Accounts Payable SCE 4010.1 Accounts Payable Accounts Payable Verizon 4010.1 Accounts Payable Accounts Payable Unlfirst - Unitech 4010.1 Accounts Payable Accounts Payable SCE 4010.1 Accounts Payable Accounts Payable Verizon Wireless 4010.1 Accounts Payable Accounts Payable SCE 08-09 Begining Ending 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 06/23/2016 17:58:10 Page 4 On Destroy Date Hold? 06/30/2016 Location Space# 06/30/2016 08-02-05 2 06/30/2016 08-02-08 1 06/30/2016 08-02-09 2 06/30/2016 08-02-08 2 06/30/2016 08-02-07 1 06/30/2016 08-02-06 2 06/30/2016 15-02-02 6 Resolution No. 16-136 — Page 12 of 25 Notification Number 423 Destruction Notification Report City of Rancho Cucamonga (RC) Records Management Division (TMP) FINANCE (4151) Bill to Name: (4151) Records Coordinator: LAYNE, TAMARA Mail Code: Phone: (909)477-2700 ext: 2430 Che following records are due for destruction on 06/30/2016. Place your initials next to EACH box you authorize to be destroyed, then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo ustifying the hold. Return the entire list to the Records Division by 06/30/2016.. Destroy (X)Code red Permanent Box Number 5140 Box Contents: Box Contents: 4 -:?Shred 5141 Booxx Contents: Box Contents: /Shred red 5176 Box Contents: Box Contents: 5177 Box Contents: Box Contents: 4,6 bred 51.78 I, / Box Contents: Box Contents: hred 5179 Box Contents: Box Contents: Shred 5180 ('�' Box Contents: Record Title Record Title Name Code (Box Contents) 4010.1 Accounts Payable Accounts Payable SCE 4010.1 Accounts Payable Accounts Payable Verizon Wireless 4010.1 Accounts Payable Accounts Payable Municipal Code - Loretta NWOSU 4010.1 Accounts Payable Accounts Payable ABM Business - Janine Aldana 4010.1 Accounts Payable Accounts Payable Calif. State of - Chief Supply 4010.1 Accounts Payable Accounts Payable Jackie Cox - Dangra 4010.1 Accounts Payable Child support - Covenant Staffing Dates Begining Ending • 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 06/23/2016 17:58:10 Page 5 On Destroy Date Hold? 06/30/2016 Location Space# 06/30/2016 15-02-03 6 06/30/2016 15-02-04 6 06/30/2016 10-02-07 2 06/30/2016 02-02-01 3 06/30/2016 02-02-01 4 06/30/2016 02-02-01 5 06/30/2016 01-02-04 3 Resolution No. 16-136 — Page 13 of 25 Notification Number 423 Bill to Name: (4151) Records Coordinator: LAYNE, TAMARA Mail Code: Phone: (909)477-2700 ext: 2430 liThe following records are due for destruction on 06/30/2016. Place your initials next to EACH box you authorize to be destroyed, then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo -ustifying the hold. Return the entire list to the Records Division by 06/30/2016.. Destruction Notification Report City of Rancho Cucamonga (RC) Records Management Division (TMP) FINANCE (4151) Destroy (X)Code Permanent Box Number tieShred 5181 Box Contents: Box Contents: Box Contents: Shred hred hred hred hred IPhg6hred 5182 Box Contents: Box Contents: 5183 Box Contents: Box Contents: 5184 Box Contents: Box Contents: 5185 Box Contents: Box Contents: Box Contents: 5186 Box Contents: Box Contents: 5187 Box Contents: Box Contents: Record Title Record Title Name Code (Box Contents) 4010.1 Accounts Payable Accounts Payable G & M Business Grand Pacific 4010.1 Accounts Payable Accounts Payable Humane Society - Inland Presort 4010.1 Accounts Payable Accounts Payable Jersey Partners - Cherise Kusminski 4010.1 Accounts Payable Accounts Payable Little Bear Prod - Lowes 4010.1 Accounts Payable Accounts Payable Inland Valley Daily bulletin Victoria Jensen 4010.1 Accounts Payable Accounts Payable Grainger - Richard Heath & Assoc. 4010.1 Accounts Payable Accounts Payable Office Depot - P-Misc #5664/p4, Date Dates Begining Ending 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 On Hold? 06/23/2016 17:58:10 Page 6 Destroy Date 06/30/2016 Location Space# 06/30/2016 01-02-04 4 06/30/2016 01-02-04 5 06/30/2016 01-02-03 3 06/30/2016 01-02-03 2 06/30/2016 01-02-03 1 06/30/2016 01-02-02 3 06/30/2016 01-02-02 1 Resolution No. 16-136 — Page 14 of 25 Notification Number 423 Destruction Notification Report City of Rancho Cucamonga (RC) Records Management Division (TMP) FINANCE (4151) Bin to Name: (4151) Records Coordinator: LAYNE, TAMARA Mail Code: Phone: (909)477-2700 ext: 2430 The following records are due for destruction on 06/30/2016. Place your initials next to EACH box you authorize to be destroyed, then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo 'ustifying the hold. Return the entire list to the Records Division by 06/30/2016.. Destroy Permanent Record Title Record Title Name (X)Code Box Number hred 5188 Box Contents: Box Contents: 4,Shred 5189 Box Contents: Box Contents: hred 5190 Box Contents: Box Contents: it5hred *hred hred 5191 Box Contents: Box Contents: 5215 Box Contents: Box Contents: 5218 Box Contents: Box Contents: Box Contents: hred 5221. Box Contents: Box Contents: Box Contents: Code (Box Contents) 4010.1 Accounts Payable Accounts Payable A Misc. - Abletronics 4010.1 Accounts Payable Accounts Payable M. Misc. - Material Sales 4010.1 Accounts Payable Accounts Payable P-Po's - Poma 4010.1 Accounts Payable Accounts Payable Pope - R -PO's 4010.1 Accounts Payable Accounts Payable Pope - P.O.'s 4010.1 Accounts Payable Accounts Payable Office Depot Accounts Payable 4010.1 Accounts Payable Accounts Payable Marteniz Union Sales - MST Vet Sery Dates Begining Ending 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 On Hold? 06/23/2016 17:58:10 Page 7 Destroy Date 06/30/2016 Location Space# 06/30/2016 10-01-10 2 06/30/2016 10-01-10 1 06/30/2016 10-01-09 1 06/30/2016 10-02-10 1 06/30/2016 13-03-03 1 06/30/2016 14-01-02 4 06/30/2016 14-02-02 5 Resolution No. 16-136 — Page 15 of 25 Notification Number 423 Destruction Notification Report City of Rancho Cucamonga (RC) Records Management Division (TMP) FINANCE (4151) Bill to Name: (4151) Records Coordinator: LAYNE, TAMARA Mall Code: Phone: (909)477-2700 ext: 2430 The following records are due for destruction on 06/30/2016. Place your initials next to EACH box you authorize to be destroyed, then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo justifying the hold. Return the entire list to the Records Division by 06/30/2016.. Destroy (X)Code Permanent Box Number (4hred 5223 Box Contents: Box Contents: Box Contents: hred 5224 Box Contents: Box Contents: hred 5240 Box Contents: Box Contents: hred 5241 Box Contents: Box Contents: Box Contents: hred 5242 Box Contents: Box Contents: Box Contents: 6hred 5244 Ir Box Contents: Box Contents: Record Title Record Title Name Code (Box Contents) 4010.1 Accounts Payable Dance Terrific - Anne Marie Dunn Accounts Payable 4010.1 Accounts Payable Accounts Payable C.Misc. - Calif. Factors 4010.1 Accounts Payable Accounts Payable 0-Misc. - Owen, Kelly 4010.1 Accounts Payable Accounts Payable Dunn Edwards - Summer Enriquez 4010.1 Accounts Payable Accounts Payable Patrick Hediger - Rance Hughes 4010.1 Accounts Payable Accounts Payable B-Misc. - Barnes & Noble Dates 8egining Ending 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 On Hold? 06/23/2016 17:58:10 Page 8 Destroy Date 06/30/2016 Location Spa ce# 06/30/2016 14-02-01 5 06/30/2016 14-02-02 06/30/2016 10-01-03 06/30/2016 10-01-02 06/30/2016 10-01-01 06/30/2016 09-01-04 Resolution No. 16-136 — Page 16 of 25 Notification Number 423 Bill to Name: (4151) Records Coordinator: LAYNE, TAMARA Mail Code: Phone: (909)477-2700 ext: 2430 IThe following records are due for destruction on 06/30/2016. Place your initials next to EACH box you authorize to be destroyed, then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo ustifying the hold. Return the entire list to the Records Division by 06/30/2016.. Destruction Notification Report City of Rancho Cucamonga (RC) Records Management Division (TMP) FINANCE (4151) Destroy (X)Code Permanent Box Number Shred 5245 Box Contents: Box Contents: Box Contents: ,Shred 5246 Box Contents: Box Contents: Box Contents: .Shred 5247 Q9 Box Contents: Box Contents: Box Contents: 115dShred 5255 Box Contents: Box Contents: ®Shred 5256 s 1 Box Contents: Box Contents: /Shred 5257 r Box Contents: Box Contents: Record Title Record Title Name Code (Box Contents) 4010.1 Accounts Payable Accounts Payable Aldrich & Assoc. Animal Care Equipment 4010.1 Accounts Payable Accounts Payable Laura Ann Barajas - Business Week 4010.1 Accounts Payable Accounts Payable Antech Diagnostics Marge Avantes 4010.1 Accounts Payable Accounts Payable L Misc. - Lindy Office Prod. 4010.1 Accounts Payable Accounts Payable Norman Ensil - Gabriel Ferrer 4010.1 Accounts Payable Accounts Payable Filarsky - G Misc. Dates Begining Ending 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 07/01/2008 06/30/2009 On Hold? 06/23/2016 17:58:10 Page 9 Destroy Date 06/30/2016 Location Space# 06/30/2016 09-01-03 3 06/30/2016 09-01-02 3 06/30/2016 09-01-01 3 06/30/2016 14-01-04 3 06/30/2016 14-01-04 2 06/30/2016 13-01-04 1 Resolution No. 16-136 — Page 17 of 25 Notification Number 423 Destruction Notification Report City of Rancho Cucamonga (RC) Records Management Division (TMP) FINANCE (4151) Bill to Name: (4151) Records Coordinator: LAYNE, TAMARA Mail Code: Phone: (909)477-2700 ext: 2430 The following records are due for destruction on 06/30/2016. Place your initials next to EACH box you authorize to be destroyed, then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo justifying the hold. Return the entire list to the Records Division by 06/30/2016.. Destroy (X)Code (Recycle lil")Recycle .� ecycle Recycle pshred ,hred Shred Permanent Box Number 5835 Box Contents: Box Contents: 5846 Box Contents: Box Contents: 5826 Box Contents: Box Contents: 5829 Box Contents: Box Contents: 4569 Box Contents: 4568 Box Contents: 4426 Box Contents: Box Contents: Box Contents: Box Contents: Record Title Record Title Name Code (Box Contents) 4030.4 Accounts Payable Check Register Accounts Payable Check Register 11/01/10 - 12/16/10 4030.4 Accounts Payable Check Register Accounts Payable Check Register 02/09/11 - 03/24/11 4030.4 Accounts Payable Check Register Accounts Payable Check Register 03/28/2011 - 05/05/2011 4030.4 Accounts Payable Check Register Accounts Payable Check Register 05/10/11 - 06/16/11 4020.3 Daily Cash Receipts / Revenue Files Off Sites Cash Receipts 4020.3 Daily Cash Receipts / Revenue Files Off Sites Cash Receipts 4020.3 Daily Cash Receipts / Revenue Files Daily Cash Receipts (City) February 8, 12, 13, 14, 15, 20, 21, 22, 26, 27, 28, March 1, 5, 6, 7, 8, 12, 13 Rec. 9963 - 101329 06/23/2016 17:58:10 Page 10 Dates On Destroy Date Begining Ending Hold? 11/01/2010 12/31/2010 02/01/2011 03/31/2011 03/01/2011 05/31/2011 05/01/2011 06/30/2011 01/01/2007 02/01/2007 02/01/2007 01/31/2007 02/28/2007 03/21/2007 06/30/2016 Location Space# 12/31/2015 07-10-05 0 03/31/2016 07-07-06 0 05/31/2016 07-02-05 0 06/30/2016 07-02-07 0 01/31/2016 16-01-01 3 02/28/2016 16-01-01 2 03/21/2016 08-02-02 1 Resolution No. 16-136 — Page 18 of 25 Notification Number 423 Destruction Notification Report City of Rancho Cucamonga (RC) Records Management Division (TMP) FINANCE (4151) Bill to Name: (4151) Records Coordinator: LAYNE, TAMARA Mail Code: Phone:(909)477-2700 ext: 2430 he following records are due for destruction on 06/30/2016. Place your initials next to EACH box you authorize to be destroyed, then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo justifying the hold. Return the entire list to the Records Division by 06/30/2016.. Destroy (X)CoderF,, �t*pShred 4567 4020.3 Daily Cash Receipts / Revenue Files TT Box Contents: Off Site Cash Receipts ,Shred 4424 4020.3 Daily Cash Receipts / Revenue Files Box Contents: Daily Cash receipts (city) Box Contents: March 14,15,19,20,21,22,26,27,28,29, Box Contents: April 2,3,4,5,9,10,11 Box Contents: Receipt #15 101330 - 102670 Shred 4425 4020.3 Daily Cash Receipts / Revenue Files Box Contents: Daily Cash receipts (city) Box Contents: January 8, 9, 10, 11, 16, 17 Box Contents: 18, 22, 23, 24, 25, 29, 30, 31 Box Contents: Feb. 1, 5, 6, 7 Rec. #'5 98472-99962 Permanent Record Title Record Title Name Dates Box Number Code (Box Contents) Begining Ending Shred tipShred It - i 4571 4020.3 Daily Cash Receipts / Revenue Files Box Contents: Off -Sites Cash Receipts 4573 4020.3 Daily Cash Receipts / Revenue Files Box Contents: Off Sites Cash Receipts Box Contents: May 1, 2007 thru May 31, 2007 06/23/2016 17:58:10 Page 11 On Destroy Date Hold? 06/30/2016 Location Space# 03/01/2007 03/31/2007 03/01/2007 04/30/2007 03/01/2007 04/30/2007 04/01/2007 04/30/2007 05/01/2007 05/31/2007 hred 4575 4020.3 Daily Cash Receipts / Revenue Files 06/01/2007 06/30/2007 Box Contents: Off Sites Cash Receipts Box Contents: June 1, 2007 thru June 30, 2007 hred 4618 4020.3 Daily Cash Receipts / Revenue Files 05/01/2007 06/30/2007 Box Contents: Cash Receipts Irh'2c`�3 03/31/2016 16-01-01 1 04/30/2016 08-02-01 1 04/30/2016 08-02-01 2 04/30/2016 16-01-01 4 05/31/2016 16-01-01 5 06/30/2016 16-01-01 6 06/30/2016 11-03-02 5 Resolution No. 16-136 — Page 19 of 25 Notification Number 423 Destruction Notification Report City of Rancho Cucamonga (RC) Records Management Division (TMP) FINANCE (4151) Bill to Name: (4151) Records Coordinator: LAYNE, TAMARA Mail Code: Phone: (909)477-2700 ext: 2430 The following records are due for destruction on 06/30/2016. Place your initials next to EACH box you authorize to be destroyed, then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo justifying the hold. Return the entire list to the Records Division by 06/30/2016.. Destroy (X)Code Permanent Box Number rim hred 4683 Box Contents: Box Contents: Box Contents: Shred Shred 4684 Box Contents: Box Contents: Box Contents: Box Contents: 5821 Box Contents: Box Contents: Record Title Record Title Name Dates Code (Box Contents) Begining Ending 4020.3 Daily Cash Receipts / Revenue Files 07/01/2004 06/30/2007 F.D. Revenues Property Taxes, Fire Dist. Property Taxe Are Dist. Misc. 4020.3 Revenues Booking Fee Workers Comp. Files Misc. File Daily Cash Receipts / Revenue Files 07/01/2004 06/30/2007 4020.3 Daily Cash Receipts / Revenue Files Cash Receipts 193738 thru 195230 [Shred 4800 4012.8 Journal Voucher BOX CHECKED OUT / Checked Out Date: 07/23/2014 To: Hallmeyer, Marlene Box Contents: Adjusting Journal Entries Shred 5252 Box Contents: Box Contents: ttiSh 5258 Box Contents: Box Contents: Box Contents: 4040.2 Payroll Register City Payroll Reports 1001004 thru 1101002 4040.2 Payroll Register City Payroll Reports City Payroll Reports 1001025 thru 1101004 02/01/2014 03/31/2014 09/01/2006 06/30/2007 02/01/2010 01/31/2011 12/01/2010 02/28/2011 06/23/2016 17:58:10 Page 12 On Destroy Date Hold? 06/30/2016 Location Space# 06/30/2016 02-01-04 2 06/30/2016 02-01-04 1 03/31/2014 08-02-02 0 06/30/2016 01-01-04 6 01/31/2016 14-01-04 6 02/28/2016 13-01-04 2 Resolution No. 16-136 — Page 20 of 25 Notification Number 423 Destruction Notification Report City of Rancho Cucamonga (RC) Records Management Division (TMP) FINANCE (4151) Bill to Name: (4151) Records Coordinator: LAYNE, TAMARA Mail Code: Phone: (909)477-2700 ext: 2430 7.he following records are due for destruction on 06/30/2016. Place your initials next to EACH box you authorize to be destroyed, then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo $ustifying the hold. Return the entire list to the Records Division by 06/30/2016.. Destroy X)Code "hred (Shred /f,'�Shred l Permanent Box Number 5750 Box Contents: 5207 Box Contents: Box Contents: Box Contents: 5217 Box Contents: Box Contents: Shred 5201 ,"-�' Box Contents: Box Contents: Box Contents: (Shred 5197 1��rr Box Contents: Box Contents: Box Contents: IYvlShred 5208 ��Jf�T� Box Contents: Box Contents: Box Contents: Box Contents: Record Title Record Title Name Code (Box Contents) 4040.2 Payroll Register Payroll Register (Shadow Periods) 4040.2 Payroll Register City Payroll Reports 1101005 - 1101010 2-27-11 thru 05-08-11 4040.9 Time Cards City Payroll Timecards 1001024 thru 1101001 4040.9 Time Cards City Payroll Timecards 1101002 thru 1101005 1-16-11 thru 2-27-11 4040.9 Time Cards City Payroll Timecards 03-13-11, 04-10-11, 03-27-11, 04-24-11 4040.9 Time Cards 1101010 thru 1101013 5-8-11 thru 6-19-11 Beginning and Ending Dates were not on transmittal form (estimated) 06/23/2016 17:58:10 Page 13 Dates On Destroy Date Begining Ending Hold? 06/30/2016 Location Space# 12/01/2009 04/30/2011 04/30/2016 07-01-01 0 02/01/2011 05/31/2011 05/31/2016 11-01-04 5 11/01/2010 01/31/2011 01/01/2011 02/28/2011 03/01/2011 04/30/2011 03/01/2011 05/31/2011 01/31/2016 14-01-02 5 02/28/2016 11-01-01 3 04/30/2016 12-02-02 6 05/31/2016 11-01-04 4 Resolution No. 16-136 — Page 21 of 25 Notification Number 423 Destruction Notification Report City of Rancho Cucamonga (RC) Records Management Division (TMP) FINANCE (4151) Bill to Name: (4151) Records Coordinator: LAYNE, TAMARA Mail Code: Phone: (909)477-2700 ext: 2430 The following records are due for destruction on 06/30/2016. Place your initials next to EACH box you authorize to be destroyed, then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo justifying the hold. Return the entire list to the Records Division by 06/30/2016.. 06/23/2016 17:58:10 Page 14 Destroy Permanent Record Title Record Title Name Dates On Destroy Date (X)Code Box Number Code (Box Contents)Begining Ending Hold? 06/30/2016 Location Space# Total Eligible Boxes to be destroyed = 87 Eligible Boxes on Hold = 0 Elgibile Boxes Checked Out = 1 Eligible Boxes Removed = 0 Total Available Boxes to be destroyed = 86 Resolution No. 16-136 — Page 22 of 25 Nojfication Number 422 Destruction Notification Report City of Rancho Cucamonga (RC) Records Management Division (TMP) PERSONNEL (4124) Bill to Name: (4124) Records Coordinator: Lucy Alvarez -Nunez Mail Code: Phone: (909)477-2700 ext: 2413 che following records are due for destruction on 06/30/2016. Place your initials next to EACH box you authorize to be destroyed, then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo ustifying the hold. Return the entire list to the Records Division by 06/30/2016.. Destroy r(XX)Code Ln (Shred ifiShred ]Shred Shred Shred Shred Permanent Box Number 5796 Box Contents: Box Contents: 5800 Box Contents: Box Contents: 5802 Box Contents: Box Contents: 5797 Box Contents: Box Contents: Box Contents: Box Contents: 5798 Box Contents: Box Contents: Box Contents: Box Contents: 5799 Box Contents: Box Contents: Box Contents: Record Title Record Title Name Code (Box Contents) 5090.3 Personnel Recruitment Background Investigation Fire Recruitment 2010 5090.3 Personnel Recruitment Background Investigation Fire Fighters 2010 5090.3 Personnel Recruitment Personnel Recruitment 2011 Rec Assist., 5090.3 Personnel Recruitment 2012 Recruitment, Animal Caretaker, Care Attendant, License Canvasser, Asss, City Clerk, CS Coord. DCM, Sports Sup, Equip. Oper., GIS Intrn, IS.Intrn, Ins. Guard 5090.3 Personnel Recruitment Recruitment 2012 - Rec. Leader Secretary, Sr. Acct., Sr. Maint. Swim Aide, Thtre Tech, Traffic Eng. Maintenance Coordinator 5090.3 Personnel Recruitment Recruitment 2012 - Off Special 1 & 2 Outreach Tech. Plannng Tech, Pro. Spec. Rec Assist, Rec Leader Dates Begining Ending 01/01/2010 12/31/2010 01/01/2010 12/31/2010 01/01/2011 12/31/2011 01/01/2012 12/31/2012 01/01/2012 12/31/2012 01/01/2012 12/31/2012 06/23/2016 17:57:10 Page 1 On Destroy Date Hold? 06/30/2016 12/31/2013 Location Space# 07-06-00 0 12/31/2013 07-10-00 0 12/31/2014 07-09-00 0 12/31/2015 07-01-04 0 12/31/2015 07-07-00 0 12/31/2015 07-02-04 0 Resolution No. 16-136 — Page 23 of 25 Notification Number 422 Destruction Notification Report City of Rancho Cucamonga (RC) Records Management Division (TMP) PERSONNEL (4124) Bill to Name: (4124) Records Coordinator: Lucy Alvarez -Nunez Mail Code: Phone: (909)477-2700 ext: 2413 rhe following records are due for destruction on 06/30/2016. Place your initials next to EACH box you authorize to be destroyed, then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo ustifying the hold. Return the entire list to the Records Division by 06/30/2016.. Destroy (X)Code Shred [Shred ((29t/lxs Permanent Record Title Record Title Name Dates Box Number Code (Box Contents) 5801 Box Contents: Box Contents: Box Contents: Box Contents: 5803 Box Contents: Box Contents: Box Contents: Box Contents: 5090.3 Personnel Recruitment Personnel Recruitment 2012 Management Aide, Management Anayl Office Spe. 1 & 2 Public Services Tech. III 5090.3 Personnel Recruitment Personnel Recruitment - 2012 H.R. Manager, Lead Maint., Librarian, Library Asst. 1, Maint Supv, Maint. Tech Management Aide PT Eng. Begining Ending 01/01/2012 12/31/2012 01/01/2012 12/31/2012 Total Eligible Boxes to be destroyed = Eligible Boxes on Hold = Elgibile Boxes Checked Out = Eligible Boxes Removed = Total Available Boxes to be destroyed = 8 0 0 0 8 06/23/2016 17:57:10 Page 2 On Destroy Date Hold? 06/30/2016 Location Space# 12/31/2015 07-05-04 0 12/31/2015 07-04-04 0 Resolution No. 16-136 — Page 24 of 25 Notification Number Destruction Notification Report 424 City of Rancho Cucamonga (RC) Records Management Division (TMP) RISK MANAGEMENT (4154) Bill to Name: (4154) Records Coordinator: Claudia Nunez Mail Code: Phone: (909)477-2700 ext: 2420 13 The following records are due for destruction on 06/30/2016. Place your initials next to EACH box you authorize to be destroyed, then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo "ustifying the hold. Return the entire list to the Records Division by 06/30/2016.. Destroy (X)Code Permanent Box Number shred 4863 Box Contents: [shred 5770 Box Contents: E = Excluded 7/2/4( Record Title Record Title Name Code (Box Contents) 7040.6 Claims Against the City Employer Liability Claims 5080.1 Pre-Empl Physicals (Hires) Fire Pre -Employment Physicals & HIres Dates Begining Ending On Hold? 06/23/2016 17:59:45 Page 1 Destroy Date 06/30/2016 Location 10/01/2003 06/30/2009 06/30/2016 05-10-04 01/01/2009 12/31/2009 Total Eligible Boxes to be destroyed = Eligible Boxes on Hold = Elgibile Boxes Checked Out = Eligible Boxes Removed = Total Available Boxes to be destroyed = 2 0 0 0 2 12/31/2014 06-10-04 Space# 0 0 Resolution No. 16-136 — Page 25 of 25