HomeMy WebLinkAbout06-089 - Resolutions RESOLUTION NO. 06-089
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
RANCHO CUCAMONGA, CALIFORNIA, AUTHORIZING THE
DESTRUCTION OF 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 conserve storage space,
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 destruction 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 destroy those
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.
Please see the following page
for formal adoption,certification and signatures
Resolution No. 06-089
Page 2 of 44
PASSED, APPROVED, AND ADOPTED this 5'" day of April 2006.
AYES: Alexander, Gutierrez, Michael, Spagnolo, Williams
NOES: None
ABSENT: None
ABSTAINED: None
William J. Ale and4Mayo
ATTEST:
e ra J. A", CMC, City Clerk
I, DEBRA J.ADAMS, 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 5`" day of April 2006.
Executed this 61" day of April 2006, at Rancho Cucamonga, California.
ra J. Ada s MC, City Clerk
Resolution No. 06-089
Page 3 of 44
EXHIBIT `A'
Records Destruction Authorizations for the following
Departments/ Divisions
City Manager
City Clerk
Personnel
Special Districts
Admin Services/Treasury
Admin Services/Admin ,
Finance
Business Licensing
Purchasing
Risk Management
G.I.S.
M.I.S.
Facilities Maint/Yard
Building & Safety
Planning
Community Services
Library
Engineering/Admin
Engineering (Traffic/Design)
Resolution No. 06-089
Page 4 of 44
CITY OF RANCHO CUCAMONGA
Approval and Authorization
To Destroy Paper Records and/or Documents
(To be processed with the Dec.,2005 semi-annual destruction. Sign,date and return to the Records Division by
December 31,2005. Do not destroy listed records until notified by the Records Coordinator that approval was granted.)
Department City Manager(4122) Requester Donna Kendrena
I have inspected the following records/documents and recommend/request that they be destroyed. These
records have not been stored in the City's Records Center,and,as such,are not listed in the City's
Automated Records Management System(Advantage); therefore,destruction is requested outside the
scope of the annual Advantage computer-generated destruction process.
Description of Records/Documents(Include Beginning and Ending(Inclusive)Dates of
Record Title Code from Records Retention Records/Documents(Mo/Yr)
Schedule when applicable)
1020.2—Policies&Precedents All that were superseded in calendar year 2003
11300.3—United Way Campaign Calendar year 2002
12050.1 —Cable TV&Radio(general) Calendar Year 2002
12060.1 —Ambulance Service Operating Permits All that expired in 1994
13010.7—Monthly Crime Reports Calendar Year 2003
15010.1 —Inter-Governmental Agencies All where the City Official's term as a
representative to the applicable agency ended in
2003
15010.8 Sister City Program All documentation prior to 12/31/2003
2060.1 —Annual reports of agencies and
organizations(other than City of Rancho All dated prior to 1/1/2004
Cucamonga)
7012.1 —Council/Commission Contact Forms Calendar Year 2000
Department Approval
Attorney Ap oval
Signature Date Sign Date
Council Approval Date/Resolution# Destroyed by:
Signature Date
Notification Number Destruction Notification Report 11/30/206s.
207 City of Rancho Cucamonga (RC) 12:27:50_
Records Management Division (TMP)
CITY MANAGER (4122)
Bill to Name: (4122)
Records Coordinator:KENDRENA,DONNA Mall Code: Phone: (909)477-2700 ext: 2015
F
ollowing records are due for destruction on 12/31/2005. Place your initials next to EACH box you authorize to be destroyed,then sign &date the bottom of
page. If you want a box held for an additional 6 months, provitle a memo justifying the hold.
RN THE SIGNED LIST TO THE RECORDS DIVISION BY DECEMBER 15,2005.
Destroy Permanent Record Title Record Title Name Dates On Destroy
(X)Code Box Number Code (Box Contents) Beg. Ending Hold? 12/31/2005 Location Space#
It'Shred 2845 13010.1 False Alarms 01/01/2001 12/31/2001 12/31/2005 12-03-03 2
Box Contents:False Alarms(1/2001-12/2001)
E = Excluded
Eligible Boxes on Hold = O
Elglbile Boxes Checked Out = O
Elgibile Boxes Excepted — 0
Boxes to be Destroyed for this Department = 1
( Excluding boxes on hold or boxes with folders on hold or
checked out,and excluding boxes selected for exception)
,Z)
O)
N
O
C_
O
� O
0 z
/ 0)
O
1 n / c o 0)
^ o
Date Jack Lam,City Manager Date Jim Markman,City Attorney A Co
Page 1
Resolution No. 06-089
Page 6 of 44
CITY OF RANCHO CUCAMONGA
Approval and Authorization
To Destroy Paper Records and/or Documents
;t
(To a processed with the Dec.,2005 semi-annua)destruction. Sign,date and return to the Records Division by
December 31,2005. Do not destroy listed records until notified by the Records Coordinator that approval was granted.)
Department: City Clerk (4126) Requestor: Debbie Adams
I have inspected the following records/documents and recommend/request that they be destroyed. These records
have been stored in the City Clerk's Vault and office areas and are not listed in the City's Automated Records
Management System(Advantage);therefore,destruction is requested outside the scope of the annual Advantage
computer-generated destruction process.
Description of Records/Documents(Include Record Beginning and Ending(inclusive).Dates of Records/
Title Code from Records Retention Schedule when Documents(Mo/Yr)
applicable)
1020.1—General Correspondence Calendar year 2003
1020.6—Passport Appointment Book Calendar Year 2003
2050.2—Dept'I.Budget Working Papers Calendar year 2003
3040.5—Records Transfer Requests/Lists Calendar year 2003
6010.0—Bids(Unsuccessful) Calendar year 200d
6020.1—Contracts and Agreements All which were completed,terminated or expired in 1994.
6050.2—Proof of Publication(except Ordinances) Calendar year 2003
7010.0—City Council Agenda Packets Calendar year 2004(after scanning)
7010.1—Council Sub-Committee Agenda Packets Calendar year 2004(after scanning)
7010.2—Task Force Agenda Packets Calendar year 2004(after scanning)
7010.3—Public Safety Commission Agenda Packets Calendar year 2004(after scanning)
7010.4—RC Community Foundation Agenda Packets Calendar year 2004(after scanning)
7010.5—Environmental Mgmt Comm Agendas Calendar year 2004(after scanning)
7010.9—Audio Tapes of Council meetings Calendar year 2000
7020.0—Stmts of Economic Interests Log Calendar year 1997
7020.1—Election Reference Papers Calendar year 2003
7020.2—Campaign Stuns—Unsuccessful Calendar year 2000
7020.5- Election Ballots-New Calendar year 2001
7020.9—Oaths of Office All whose term expired in 2000
7040.5—Claims/Supoenas Log All pages dated 2003
7040.8—Stmts of Econ Interest(Form 700) Calendar year 1998
De artm t Approval City Attorney Approval(if required)
ignatur Date Suture Date
Council Approval Date/Resolution# Destroyed by:
Signature Date
Resolution No. 06-089
Page 7 of 44
CITY OF RANCHO CUCAMONGA
_ Approval and Authorization
' To Destroy Paper Records and/or Documents
e
(To be processed with the Dec.,2005 semi-annual destruction. Sign,date and return to the Records Division by
December 31,2005. Do not destroy listed records until notified by the Records Coordinator that approval was granted.)
Department: Personnel (4124) Requestor: Chris Pittenger
I have inspected the following records/documents and recommend/request that they be destroyed. These
records have not been stored in the City's Records Center and,as such,are not listed in the City's
Automated Records Management System(Advantage);therefore,destruction is requested outside the
scope of the annual Advantage generated destruction process.
Description of Records/Documents(Include Beginning and Ending(Inclusive)Dates of
Record Title Code from Records Retention Records/Documents(Mo/Yr)
Schedule when applicable)
5020.5- Salary &Classification Surveys All that became inactive prior to January, 2004
5030.3-Job Descriptions All that were superseded prior to January,2004
Depart ent Approval City Attorney Approval(if required)
Signature Date ignature Date
Council Approval Date/Resolution ht Destroyed by:
Signature Date
Notification Number Destruction Notification Report 11/30/2005
208 City of Rancho Cucamonga (RC) 16:19:17
Records Management Division (TMP)
PERSONNEL.(4124)
Bill to Name: (4124)
Records Coordinator:Chris Pittenger Mail Code: Phone: (909)477-2700 ext: 2411
F
wing records are due for destruction on 12/31/2005. Place your initials next to EACH box you authorize to be destroyed,then sign &date the bottom oe. If you want a box held far an additional 6 months,provide a memo justifying the hold.
THE SIGNED LIST TO THE RECORDS DIVISION By DECEMBER 15,2005.
Destroy Permanent Record Title Record Title Name Dates On Destroy
(x)Code Box Number Code (Box Contents) Beg. Ending Hold? 12/31/2005 Location Space#
Shred 3100 5090.3 Personnel Recruitment 01/01/2002 12/31/2002 12/31/2005 12-03-01 6
Box Contents:Recruitment Files(2002)(Code-Ubrary)
rn Shred 3101 5090.3 Personnel Recruitment 01/01/2002 12/31/2002 12/31/2005 12-03-01 4
T Box Contents: Recruitment Files(2002)(Munt-Pool)
Shred 3102 5090.3 Personnel Recruitment 01/01/2002 12/31/2002 12/31/2005 12-03-D1 2
Box Contents:Recruitment Files(2002)(Plan-Swim)
*$hred 3103 5090.3 Personnel Recruitment 01/01/2002 12/31/2002 12/31/2005 12-03-01 5
TT Box Contents:Recruitment Flies(2002)(Acc-Building)
E = Excluded
Eligible Boxes on Hold = O
Elgibile Boxes Checked Out = 0
Elgibile Boxes Excepted = 0
Boxes to be Destroyed for this Department = 4
( Excluding boxes on hold or boxes with folders on hold or
checked out,and excluding boxes selected for exception )
C1
W
U)
O
C
O
� O
v Z
OO
0)
000
— - O O
® , O
Date Larry Temple-Adm.Sm.Dir. Date Chris Pittenger-Pergonnel Date James Markman-City Attorney A to
Page 1
Resolution No. 06-089
Page 9 of 44
CITY OF RANCHO CUCAMONGA
Approval and Authorization
' r To Destroy Paper Records and/or Documents
(To be processed with the Dec.,2005 semi-annual destruction. Sign,date and return to the Records Division by
December 31,2005. Do not destroy listed records until notified by the Records Coordinator that approval was granted.)
Department: Special Districts (413 1) Requestor Ingrid Bruce
I have inspected the following records/documents and recommend/request that they be destroyed. These
records have not been stored in the City's Records Center,and,as such,are not listed in the City's
Automated Records Management System(Advantage);therefore,destruction is requested outside the
scope of the annual Advantage computer-generated destruction process.
Description of Records/Documents(Include Beginning and Ending(Inclusive)Dates of
Record Title Code from Records Retention Records/Documents(Mo/Yr)
Schedule when applicable)
1020.1 -General Correspondence Calendar Year 2003
2050.2-Dept.'I Budget Working Papers Calendar Year 2003
Department Approval City Attorney Approval .
� s
Signature Date S gnature Date
Council Approval Date/Resolution# Destroyed by:
Signature Date
Resolution No. 06-089
Page 10 of 44
LLN
r
CITY OF RANCHO CUCAMONGA
Approval and Authorization
To Destroy Paper Records and/or Documents
l"^K
(To be processed with the Dec.,2005 semi-annual destruction. Sign,date and return to the Records Division by
December 31,2005. Do not destroy listed records until notified by the Records Coordinator that approval was granted.)
Department: Admin Services/Treasury(4140) Requestor: Sandy Ramirez
I have inspected the following recordstdocuments and recommend/request that they be destroyed. These
records have not been stored in the City's Records Center and,as such,are not listed in the City's
Automated Records Management System(Advantage);therefore,destruction is requested outside the
scope of the annual Advantage computer-generated destruction process.
Description of Records/Documents(Include Beginning and Ending(Inclusive)Dates of
Record Title Code from Records Retention Records/Documents(Mo/Yr)
Schedule when applicable)
4030.9—Wire Transfer Confirmations Calendar year 2003
7040.5—Finance Vault Key Log Calendar year 2003
Department Approval City Attorney ApZr&l(if required)
Aia'at'u—rfie--
ateignature Date
Council Approval Date/Resolution# Destroyed by:
Signature Date
Notification Number - Destruction Notification Report 11/30/2005
209 City of Rancho Cucamonga (RC) 16:23:54
Records Management Division (TMP)
Admin Services / Treasury (4140)
Bill to Name:Admin Services/Treasury(4140)
Records Coordinator: RAMIREZ,SANDY Mail Code: Phone:(909)477-2700 ext:2405
The following records are due for destruction on 12/31/2005. Place your initials next to EACH box you authorize to be destroyed,then sign &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 SIGNED LIST TO THE RECORDS DIVISION BY DECEMBER 15,2005.
Destroy Permanent Record Title Record Title Name Dates On Destroy
(X)Code Box Number Code (Box Contents) Beg. Ending Hold? 12/31/2005 Location Space#
r 2287 4080.1 - Cash Flow Investment Records 01/01/1994 12/31/1995 12/31/2005 03-02-02 1
Boz contents:Cash Flow Invest&LAIF 1994&1995
AIL Folder# AIG Folder Number Description Beginning Date Ending Date Record Title Name __-
1 Cash Flow Invest-City 01/01/1994 12/31/1995 Cash Flow Investment Records -
3 Cash Flow Investment Records-RDA 01/01/1994 12/31/1995 Cash Flow Investment Records
2 LAIF monthly&quarterly 01/01/1994 12/31/1995 Local Agency Invest Fund
E = Excluded Eligible Boxes on Hold = 0
Elgiblle Boxes Checked Out = 0
- Elgibile Boxes Excepted = 0
Boxes to be Destroyed for this Department = 1
( Excluding boxes on hold or boxes with folders on hold or
checked out,and excluding boxes selected for exception)
tD
N
O
C_
-00
N 7
� Z
O O
f.I• �� 0 O
A.1 061A
A W
Date Larry Temple-Admin.Dir. Date Sandy Ramirez-Mgmt.Anyls. Date James Markman-City Attorney D. t0
Page 1
Resolution No. 06-089
Page 12 of 44
CITY OF RANCHO CUCAMONGA
Approval and Authorization
To Destroy Paper Records and/or Documents
(To be processed with the Dec.,2005 semi-annual destruction. Sign,date and return to the Records Division by
December 31,2005. Donor destroy listed records until notified by the Records Coordinator that approval was granted.)
Department: Admin Services/Admin (4150) Requestor: Pam Mara
I have inspected the following records/documents and recommend/request that they be destroyed. These
records have not been stored in the City's Records Center and,as such, are not listed in the City's
Automated Records Management System (Advantage);therefore,destruction is requested outside the
scope of the annual Advantage computer-generated destruction process.
Description of Records/Documents(Include Beginning and Ending(Inclusive)Dates of
Record Title Code from Records Retention Records/Documents(Mo/Yr)
Schedule when applicable)
1020.1 —General Correspondence Calendar year 2003
12050.5—Mail Processing Calendar year 2003
Departr2;Applyd City A rney Appro al 1 required)
Signature Dae Signature Date
Council Approval Date/Resolution# Destroyed by:
Signature Date
Resolution No. 06-089
Page 13 of 44
CITY OF RANCHO CUCAMONGA
_ Approval and Authorization
To Destroy Paper Records and/or Documents
(To be processed with the Dec.,2005 semi-annual destruction. Sign,date and return to the Records Division by
December 31,2005. Do not destroy listed records until notified by the Records Coordinator that approval was granted.)
Department: Finance(4151) Requestor Tamara Layne
I have inspected the following records/documents and recommend/request that they be destroyed. These
records have not been stored in the City's Records Center,and,as such,are not listed in the City's
Automated Records Management System(Advantage);therefore,destruction is requested outside the
scope of the annual Advantage computer-generated destruction process.
Description of Records/Documents(Include Beginning and Ending(Inclusive)Dates of
Record Title Code from Records Retention Records/Documents(Mo/Yr)
Schedule when applicable)
4011.6—Master Chart of Accounts All that have been superseded prior to 1/1/2004
4030.7—Dept. Sign-off List for Payroll Calendar Year 2003
Department Approval Ci ttomey Appr 1
Signature Date SignatorV Date
Council Approval Date/Resolution# Destroyed by:
Signature Date
Destruction Notification Report 11/30/2005
Notification Number 16:37:38
210 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
FEACH
llowing records are due for destruction on 12/31/2005. Place your initials next to EACH box you authorize to be destroyed,then sign&date the bottom of
page. If you want a box held for an additional 6 months,provide a memo justifying the hold.N THE SIGNED LIST TO THE RECORDS DIVISION BY DECEMBER 15,2005.
Destroy Permanent Record Title Record Title NamDates On Destroye Beg. Ending Hold? 12/31/2005 Location Spaceii
(X)Code Box Number Coda (Box Contents)
Shred 2348 . 4010.1 Accounts Payable 07/01/1998 12/31/1998 12/31/2005 07-07-01 10
rr--kkII Box Contents:Demand warrant Register(7/99-12/99)
lr (Shred 3003 4030.2 Bank Statements&Reconciliations 06/01/2000 12/31/2000 12/31/2005 03-02-03 4
TT Box Contents:Bank Stmts/Reconcile 6/00-12/00
9Shred 2932 4030.6 Cancelled Checks(Non-RDA or Fire) 05/24/2000 07/26/2000 07/26/2005 15-03-03 14
Box Contents:A/P Checks(5/24/2000-7/26/2000)
Alt.Folder# Alt.Folder Number Description Beginning Date Ending Date Record Title Name
Check#'s 152100 thru 154499 05/24/2000 07/26/2000 Cancelled Checks(Non-RDA or Fire)
I111;t5hred 2933 4030.6 Cancelled Checks(Non-RDA or Fire) 05/11/2000 10/12/2000 10/12/2005 15-03-03 15
Box Contents:City Payroll Checks(5/11/00-10/12/00)
Alt.Folder# Alt.Folder Number Descrption Beginning Date Ending Date Record Title Name
1 Check#'s 142300 thru 145099 05/11/2000 10/12/2000 Cancelled Checks(Non-RDA or Fire)
Sh red 2961 4030.6 Cancelled Checks(Non-RDA or Fire) 10/04/2000 12/06/2000 12/06/2005 15-02-03 1
Box Contents:A/P Checks(10/4/00-12/6/00)
Alt.Folder# Alt.Folder Number Description Beginning Dale Ending Date Record Title Name
Check#'s 156800 thru 162099 10/04/2000 12/06/2000 Cancelled Checks(Non-RDA or Fire)
AN:JI Shred 2966 4030.6 Cancelled Checks(Non-RDA or Fire) 07/26/2000 10/04/2000 10/04/2005 16-02-03 1
J/4'7Ei 3N
Box Contents:A/P Checks(7/26/00-10/4/00) 0
C_
O
0) �
Z
CD O
? O
O 0)
y` O
A CD
. Date Larry Temple-Ad Iia it Date Tama A O
L eke-Fin.Officer Date lames Markman -City Attorney
Page 1
Notification Number Destruction Notification Report 11/30/2005
210 City of Rancho Cucamonga (RC) 16:37:38 nai
Records Management Division (TMP) 3o
FINANCE (4151) _x c
cn
Bill to Name: (4151) O
Records Coordinator: LAYNE,TAMARA Mail Code: Phone:(909)477-2700 ext: 2430 A Z
The following records are due for destruction on 12/31/2005. Plate your Initials next to EACH box you authorize to be destroyed,then sign St date A O
e the bottom of CD
EACH page. If you want a box held for an additional 6 months,provide a memo Justifying the hold. rn
O
RETURN THE SIGNED LIST TO THE RECORDS DIVISION BY DECEMBER 15,2005. OD
Destroy Permanent Record Title Record Title Name Dates On Destroy
(X)Code Box Number Code (Box Contents) - Beg. Ending Hold? 12/31/2005 Location Space#
Shred 2966 4030.6 Cancelled Checks(Non-RDA or Fire) 07/26/2000 10/04/2000 10/04/2005 16-02-03 1
Box Contents:A/P Checks(7/26/00-10/4/00)
Alt.Folder# Alt.Folder Number Description Beginning Date Ending Date Record Title Name
Check#'s 159500 thru 156799 07/26/2000 10/04/2000 Cancelled Checks(Non-RDA or Fire)
M1h��1 Shred 1902 4020.3 Dally Cash Receipts/Revenue Files 06/12/1996 07/11/1996 07/11/2005 11-03-01 3
- �- Alt.Folder# Alt.Folder Numoer Description Beginning Date - Ending Date Record Title Name
ate, 1 RECEIPT#'S 40198 THRU 41317 06/12/1996 07/11/1996 Dally Cash Receipts/Revenue Files
HC-715hred 1903 4020.3 Daily Cash Receipts/ Revenue Files 07/15/1996 08/14/1996 08/14/2005 11-03-01 1
10-x' Alt.Folder# Alt.Folder Number Description Beginning Date Ending Date Record Title Name
1 RECEIPT#'S 41318 THRU 42573 07/15/1996 08/14/1996 Dally Cash Receipts/Revenue Flies
( Shred 1904 4020.3 Daily Cash Receipts/ Revenue Files 08/15/1996 09/19/1996 09/19/2005 11-03-01 2
Alt.Folder# Alt.Folder Number Description Beginning Date Ending Date Record Title Name
�b 1 RECEIPT#'S 42574 THRU 93896 08/15/1996 09/19/1996 Dally Cash Receipts/Revenue Files
gtiNLShred 1905 4020.3 Dally Cash Receipts/Revenue Files 09/23/1996 10/21/1996 10/21/2005 12-03-01 3
7t`�U Alt.Folder# Alt.Folder Number Description Beginning Date Ending Date Record The Name
,rb6 I RFCEIPr#'S 43897 THRU 45056 09/23/1996 10/21/1996 Dally Cash Receipts/Revenue Files
IRpShred 1906 4020.3 Daily Cash Receipts/Revenue Files 10/22/1996 11/27/1996 11/27/2005 11-03-01 4
Date Larry Temple-Admin.Dir Date Tamara Layne%JFin!Officer Date James Markman-City Attorney
Page 2
Destruction Notification Report 11/30/2005
Notification Number 16:37:38
210 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 recordsare due for destruction on 12/31/2005. Place your initials next to EACH box you authorize to be destroyed,then sign&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 SIGNED LIST TO THE RECORDS DIVISION BY DECEMBER 15,2005.
Destroy Permanent Record Title Record Title Name Dates On Destroy
Beg. Ending Hold? 12/31/2005 Location Space#
(X)Code Box Number Code (Box Contents) 4
Shred 1906 4020.3 Daily Cash Receipts/Revenue Files 10/22/1996 11/27/1996 11/27/2005 11-03-01
A1C Folder# Alt.Folder Number Description Beginning Date Ending Date Record Title Name
RECEIPT#'S 45057 THRU 46335 10/22/1996 11/27/1996 Dally Cash Receipts/Revenue Files
I �)Shred 2702 4040.5 Payroll Deductions&Authorization 07/01/2000 12/31/2000 12/31/2005 07-07-02 6
Box Contents:Payroll Deduction Regist(7/00-12/00)
Alt.Folder# AIC Folder Number Description Beginning Dace Ending Dale Record Title Name
I 3rd and 4th Quarters 07/01/2000 12/31/2000 Payroll Deductions&Authorization
0hred 2706 4040.5 Payroll Deductions&Authorization 07/01/2000 12/31/2000 12/31/2005 16-02-01 1 {
Box Contents:Payroll Deduction Regis(7/00-12/2000)
Alt.Folder# Alt.Folder Number Description Beginning Date Ending Date Record Title Name
I 3rd and 4th Quarters 07/01/2000 12/31/2000 Payroll Deductions&Authorization
Shred 3244 4040.2 Payroll Register 09/30/1997 12/31/1997 12/31/2002 15-02-01 3
Box Contents:Payroll Register
Box Contents:09/30/1997-12//31/1997
Shred 3245 4040.2 Payroll Register 03/31/1997 06/30/1997 06/30/2002 15-02-01 2
Box Contents: Payroll Register
Box Contents:03/31/1997-06/30/1997 �J
RF$Sbred 3246 4040.2 Payroll Register 07/31/1997 09/30/1997 09/30/2002 15-02-D1 1 0
�'p Bax Contents:Payroll Register
.1:) O
� 7
(� Z
O1 0
0) .
0 O
�/ I O
• Date Larry Temple-Admin.Dir Date Tamara Layn - n.Officer Date James Markman-City Attorney 3 A Z
Notification Number Destruction Notification Report 11/30/2005
210 City of Rancho Cucamonga (RC) 16:37:38 X
Records Management Division (TMP) o
FINANCE (4151) c
�I
Bill to Name: (4151) 0
Records Coordinator:LAYNE,TAMARA Mail Code: Phones(909)477-2700 ext:2430 4'
A Z
The following records are due for destruction on 12/31/2005. Place your Initials next to EACH box you authorize to be destroyed,then sign&date the bottom of A .0
EACH page. If you want a box held for an additional 6 months,.provide a memo justifying the hold. o
rn
0
RETURN THE SIGNED LIST TO THE RECORDS DIVISION BY DECEMBER 15,2005. Co
Destroy Permanent Record Title Record Title Name Dates On Destroy
(X)Code Box Number Code (Box Contents) Beg. Ending Hold? 12/31/2005 Location Space#
Shred 3246 4040.2 Payroll Register 07/31/1997 09/30/1997 09/30/2002 15-02-01 1
Box Contents:Payroll Register
PShred 3247 4040.2 Payroll Register 01/31/1997 03/31/1997 03/31/2002 15-02-02 11
Dox Contents:Payroll Register
,,,,yy�� Box Contents:01/31/1997-03/31/1997
I►�y(Shred 3250 4040.2 Payroll Register 11/30/2000 12/31/2000 12/31/2005 15-02-02 8
'�T['`�� Box Contents:Payroll Register
Box Contents: 11/30/2000-12/31/2000
Shred 3251 4040.2 Payroll Register 09/30/2000 11/30/2000 11/30/2005 15-02-02 7
Box Contents:Payroll Register
p Bax Contents:09/30/2000-11/30/2000
,�F,clJShred 3252 4040.2 Payroll Register 03/31/2000 04/30/2000 04/30/2005 15-02-02 6
_6" Box Contents:Payroll Register
Box Contents:03131/2000-04/30/2000
Shred 3253 4040.2 Payroll Register 01/31/2000 02/28/2000 02/28/2005 15-02-02 5
Box Contents:Payroll Register
Box Contents:01/31/2000-02/28/2000
10iShred 3257 4040.2 Payroll Register 09/30/1998 12/31/1998 12/31/2003 16-01-01 6
Box Contents:Payroll Register _
Bax Contents:09/0111998-12/31/1998
✓I
7/r �
Date Larry Temple-Admiir Date Tamara Layne 1,,I Icer Date lames Markman-City Attorney
Page 4
Notification Number Destruction Notification Report 11/30/2005
210 City of Rancho Cucamonga (RC) 16:37:38
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 12/31/2005. Place your initials next to EACH box you authorize to be destroyed,then sign&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 SIGNED LIST TO THE RECORDS DIVISION BY DECEMBER 15, 2005.
Destroy Permanent Record Title Record Title Name Oates On Destroy
(X)Coda Box Number Code (Box Contents) Beg. Ending Hold? 12/31/2005 Location Space#
- 09/30/1998 12/31/1998 12/31/2003 16-01-01 6
Whred 3257 4040.2 Payroll Register
Box Contents:Payroll Register
Box Contents:09/01/1998-12/31/1998
Shred 3258 4040.2 Payroll Register 03/31/1998 06/30/1998 06/30/2003 16-01-01 5
Box Contents:Payroll Register
Box Contents:03/31/1998-06/30/1998
�yyatshred 3259 - 4040.2 Payroll Register 07/31/1998 09/30/1998 09/30/2003 16-01-01 8
7T'�iVv Box Contents: Payroll Register.
Box Contents:07/31/1998-09/30/1998
IYPo7Shred 3260 4040.2 Payroll Register 01/31/1998 03/31/1998 03/31/2003 56-01-01 7.
�•1"``600^^^��'' Box Contents:Payroll Register
Box Contents:01/31/1998-03/31/1998
��iW6bhred 3261 4040.2 Payroll Register 03/31/1999 05/31/1999 05/31/2004 17-01-02 9
Box Contents:Payroll Register
Box Contents:03/31/1999-05/31/1999
IIfQ7.l,Shred 3262 4040.2 Payroll Register 09/30/1999 10/31/1999 10/31/2004 17-01-02 8
Box Contents:Payroll Register W
N
Box Contents:09/30/1999-10/31/1999 O
C_
O
0 :3
to Z
O O
00
OD O
—.70 P �I /Jl O
/ / ? t�O
Date Larry Temple-Admirf.Dir Date Tamara Lay tii fficer Date lames Markman-City Attorney
Page 5
Notification Number Destruction Notification Report 11/30/2005
210 City of Rancho Cucamonga (RC) 16:37:38 W
Records Management Division (TMP) m o
FINANCE (4151) »,
o Cl
Bill to Name: (4151) M n
Records Coordinator: LAYNE,TAMARA Mail Code: Phone%(909)477-2700 ext:2430 A o
The following records are due for destruction on 12/31/2005. Place your Initials next to EACH box you authorize to be destroyed;then sign&date the bottom of
EACH page, If you want a box held for an additional 6 months,provide a memo justifying the hold. rn
6
RETURN THE SIGNED LIST TO THE RECORDS DIVISION BY DECEMBER IS, 2005. W
Destroy Permanent Record Title Record Title Name Dates On Destroy
(X)Code Box Number Code (Box Contents) Beg. Ending Hold? 12/31/2005 Location Space#
Shred' 3262 4040.2. - Payroll Register 09/30/1999 10/31/1999 10/31/2004 17-01-02 8
Bax Contents:Payroll Register
Box Contents:09/30/1999-10/31/1999 -
Shred 3263 4040.2 Payroll Register 11/30/1999 12/31/1999 12/31/2004 17-01-02 7
Bax Contents:Payroll Register
,,tt
Box Contents: 11/30/1999-12/31/1999
(��oShred 3279 4040.2 Payroll Register O7/O1/200O 06/31/2000 08/31/2005 07-07-02 5
��ttBox Contents:Payroll Register
Box Contents:0710112000-08/31/2000
jo Shred 3285 4040.2 Payroll Register 01/01/1999 03/31/1999 03/31/2004 07-06-02 11
Box Contents:Payroll Register
Box Contents:01/01/1999-03/31/1999
Shred 3286 4040.2 Payroll Register 05/01/2000 06/30/2000 06/30/2005 07-06-02 10
Box Contents:Payroll Register
Box Contents: May-lune 2000
fuTld shred 3292 4040.2 Payroll Register 07/01/1999 08/31/1999 08/31/2004 07-07-02 2
Box Contents:Payroll Register
Box Contents:07/01/1999-D8/31/1999
it i _ ,• X`ter �- .
Date lames Markman-CIty
Date Larry Temple-Admin.Dir Date Tamara Layne= In.*Officer Attorney
Page 6
Destruction Notification Report 11/36zoos
Notification Number 16::37:38
210 - 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 12/31/2005. Place your Initials next to EACH box you authorize to be destroyed,then sign&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 SIGNED LIST TO THE RECORDS DIVISION BY DECEMBER 15,2005.
Destroy Permanent Record Title Record Title Name Dates On Destroy
(X)Code Box Number Code (Box Contents)
Beg. Ending Hold? 12/31/2005 Location Space#
Shred 3292 4040.2 Payroll Register 07/01/1999 08/31/1999 08/31/2004 07-07-02 2
Box Contents:Payroll Register
Bax Contents:07/01/1999-08/31/1999
VPhired 3221 4041.3 State&Fed']Qtrly Payroll Report. 07/30/1999 12/31/2000 12/31/2005 15-02-01 6
Bax Contents:State&Federal Quarterly Reports
Box Contents:07/30/2000-12/31/20000
Shred 3254 4041.3 State&Fed'1 Qtrly Payroll Reports 01/31/2000 06/30/2000 06/30/2005 15-02-02 4
Box Contents:State&Federal Quarterly Reports
Box Contents:01/31/2000-06/30/2000
pgg�shred 3264 4041.3 State&Fed'I Qtrly Payroll Reports 01/01/1999 06/30/1999 06/30/2004 17-01-02 6
Box Contents:State&Federal Quarterly Reports
Bax Contents:01/01/1999-06/30/1999
hred 3265 4041.3 State&Fed']Qtrly Payroll Reports 01/01/1999 06/30/1999 06/30/2004 17-01-02 S
"7YY��TM" Box Contents:State&Federal Quarterly Reports
Box Contents:07/01/1999-12%31/1999
Shred 2674 4040.9 Time Cards 05/01/2000 07/30/2000 07/30/2005 03-02-01 . 5
Box Contents:Timecards
(D
au 09/24/2000 11/19/2000 11/19/2005 07-02-02 6 N
l VNhred 2680 4040.9 Time Cards
Box Contents:Timecardsp'
V
O)
OZ
CD o
N
O O
} ' O T
O
A Co
Date Larry Temple=AdM ITT Date Tamara Layne- officer Date ]aures Markman-City Attorney A (O
.-_-� Page 7
Notification Number Destruction Notification Report 11/30/2005
210 City of Rancho Cucamonga (RC) 16:37:38 m m
Records Management Division (TMP) m o
FINANCE (4151) N
Bill to Name: (4151) 0 0
Records Coordinator: LAYNE,TAMARA Mall Code: Phone: (909)477-2700 ext:2430 4 Z
A Z
The following records are due for destruction on 12/31/2005. Place your Initials next to EACH box you authorize to be destroyed,then sign&date the bottom of A 0
EACH page. If you want a box held for an additional 6 months,provide a memo justifying the hold, rn
O
RETURN THE SIGNED LIST TO THE RECORDS DIVISION BY DECEMBER 15,2005. Oo
LO
Destroy Permanent Record Title Record Title Name Dates On Destroy
(X)Code Box Number Code (Box Contents) Beg. Ending Hold? 12/31/2005 Location Space#
.Shred2680 4040.9 - Time Cards 09/24/2000 11/19/2000 11/19/2005 07-02-02 6
msµ, Box Contents:Timecards
�I@1X[shred 2681 4040.9 Time Cards 07/16/2000 09/10/2000 09/10/2005 07-02-02 5
�i Box Contents:Timecards
4S
Shred 3248 4041.2 Vacation &Sick Leave Reports 07/31/2000 12/31/2000 12/31/2004 15-02-02 10
Box Contents:Vacation&Sick Leave Reocrts
Box Contents:07/31/2000-12/31/2000
Eligible Boxes on Hold = 0
Elgibile Boxes Checked Out = 0
Elgibile Boxes Excepted = 0
Boxes to be Destroyed for this Department = 40
( Excluding boxes on hold or boxes with folders on hold or
checked out,and excluding boxes selected for exception )
.r
Date Larry Temple-Admin.Dir Data Tamara Layne-� . f Icer Date lames Markman-City Attorney
Page 8
Resolution No. 06-089
Page 22 of 44
CITY OF RANCHO CUCAMONGA
Approval and Authorization
' To Destroy Paper Records and/or Documents
(To be processed with the Dec.,2005 semi-annual destruction. Sign,date and return to the Records Division by
December 31,2005. Do not destroy listed records until notified by the Records Coordinator that approval was granted.)
Department: Business Licensing (4152) Requester: George Rivera
1 have inspected the following records/documents and recommend/request that they be destroyed. These
records have not been stored in the City's Records Center and, as such,are not listed in the City's
Automated Records Management System(Advantage);therefore,destruction is requested outside the
scope of the annual Advantage computer-generated destruction process.
Description of Records/Documents(Include Beginning and Ending(Inclusive)Dates of
Record Title Code from Records Retention Records/Documents(Mo/Yr)
Schedule when applicable)
1020.1-General Correspondence Calendar year 2003
1020.5-Accounts Registers All that were superseded prior to January,2004
1020.6-Renewal Registers Calendar year 2003
12060.4-Taxicab Operations Files All that became inactive prior to January, 2004
4020.6-License and Permit Accounts All that became inactive prior to January, 2004
4020.7-Massage Permits/Permit Fees All that became inactive prior to January, 2004
Department Approval4SiatureAttorney A tp oval(if required)
Date Date
Council Approval Date/Resolution # Destroyed by:
Signature Date
Resolution No. 06-089
Page 23 of 44
CITY OF RANCHO CUCAMONGA
Approval and Authorization
To Destroy Paper Records and/or Documents
(To be processed with the Dec.,2005 semi-annual destruction. Sign,date and return to the Records Division by
December 31,2005. Do not destroy listed records until notified by the Records Coordinator that approval was granted.)
Department: Purchasinn (Dept.4153) Requestor Dawn Haddon
I have inspected the following recordstdocuments and recommend/request that they be destroyed. These
records have not been stored in the City's Records Center, and,as such, are not listed in the City's
Automated Records Management System(Advantage);therefore,destruction is requested outside the
scope of the annual Advantage computer-generated destruction process.
Description of Records/Documents(Include Beginning and Ending(Inclusive)Dates of
Record Title Code from Records Retention Records/Documents(Mo/Yr)
Schedule when applicable)
1020.1 –General Correspondence All prior to 1/1/2004
1020.2–Vendor Files All that became inactive prior to 1/1/2004
12050.7–Telecommunications Devices All prior tot/1/2004
4070.5–WMBE Statistical Reports All prior to 1/1/1996
6010.1 –Bids–Unsuccessful, All prior to 1/1/2004
6010.2–Purchase Requisitions. All that became inactive-Prior to 1/1/2002
60103–Request for Qualifications All that became inactive prior to 1/1/2002
6010.4-Purchase Orders _— All that became inactive prior to 1/112002 -
6010.5–Purchasing Policy&Procedures All that were superseded prior to 1/1/2004
6040.2–Salvage& Surplus Property All prior to 1/1/2002
6060.1 –Fixed Assets/Equipt. History All that became inactive priot to I/1/2000
Department fApproval �^r I City Attorney Approval
Signature
Date Sig azure Date
Council Approval Date/Resolution# Destroyed by:
Signature Date
Resolution No. 06-089
Page 24 of 44
CITY OF RANCHO CUCAMONGA
Approval and Authorization
To Destroy Paper Records and/or Documents
(To be processed with the Dec.,2005 semi-annual destruction. Sign,date and return to the Records Division by
December 31,2005. Do not destroy listed records until notified by the Records Coordinator that approval was granted.)
Department Risk Management(4154) Requestor George Rivera
I have inspected the following records/documents and recommend/request that they be destroyed. These
records have not been stored in the City's Records Center, and, as such,are not listed in the City's
Automated Records Management System(Advantage);therefore,destruction is requested outside the
scope of the annual Advantage computer-generated destruction process.
Description of Records/Documents(Include Beginning and Ending(Inclusive)Dates of
Record Title Code from Records Retention Records/Documents(Mo/Yr)
Schedule when applicable)
5080.3-Pre-Empl. Physicals(non-hires) All thm calendar year 2003
5100.5-Motor Vehicle Reports (MVR's) All that were superseded prior to 1/1/2006
Department pprovalk i At rney ApprVvmature Date Signature
Council Approval Date/Resolution# Destroyed by:
Signature Date
Notification Number Destruction Notification Report 11/30/2065
211 City of Rancho Cucamonga (RC) 16:53:31
Records Management Division (TMP)
RISK MANAGEMENT (4154)
Bill to Name: (4154)
Records Coordinator:Vacant(contact George Rivera) Mail Code: Phone: (909)477-2700 ext:2420
The following records are due for destruction on 12/31/2005. Place your initials next to EACH box you authorize to be destroyed,then sign&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 SIGNED LIST TO THE RECORDS DIVISION BY DECEMBER 15,2005.
Destroy Permanent Record Title Record Title Name Dates On Destroy
(X)Code Box Number Code (Box Contents) Beg. Ending Hold? 12/31/2005 Location Space#
Shred 1478 5080.4 Worker's Compensation Claims/Cases 01/01/1996 12/31/1996 12/31/2005 03-01-03 1
Alt.Folder# Alt.Folder Number Description Beginning Date Ending Date Record Title Name
1 WORKERS COMPENSATION 01/01/1996 12/31/1996 Worker's Compensation Claims/Cases
2 MEDIEROS,GEORGE 01/01/1996 12/31/1996 Worker's Compensation Claims/Cases
3 / NELSON,RICK 01/01/1996 12/31/1996 Worker's Compensation Claims/Cases
4 \ // TURIACE,MIKE 01/01/1996 12/31/1996 Worker's Compensation Claims/Cases
5 SHORE,RICHARD 01/01/1996 12/31/1996 Worker's Compensation Claims/Cases
6 y� SPEARS,SUSAN 01/01/1996 12/31/1996 Worker's Compensation Claims/Cases
E = Excluded / Eligible Boxes on Hold = 0
Elgibile Boxes Checked Out = 0
Elgibile Boxes Excepted = 0
Boxes to be Destroyed for this Department = 1
( Excluding boxes on hold or boxes with folders on hold or
checked out,and excluding boxes selected for exception )
- :Il
N
0
O
C_
-0O
M 3
In Z
O1 0
/ in O
Date/ Lar emp r iv
-Admin.Dir. Date Geoera-Adm. Mgr. Date lames Markman-City Attorney A t(O
Page 1
Resolution No. 06-089
Page 26 of 44
CITY OF RANCHO CUCAMONGA
Approval and Authorization
To Destroy paper Records and/or Documents
(To be processed with the Dec.,2005 semi-annual destruction. Sign,date and return to the Records Division by
December 3I,2005. Do not destroy listed records until notified by the Records Coordinator that approval was granted.)
Department: G.I.S. (4160) Requestor: Ingrid Bruce
I have inspected the following records/documents and recommend/request that they be destroyed. These
records have not been stored in the City's Records Center and,as such,are not listed in the City's
Automated Records Management System(Advantage);therefore,destruction is requested outside the
scope of the annual Advantage computer-generated destruction process.
Description of Records/Documents(Include Beginning and Ending(Inclusive)Dates of
Record Title Code from Records Retention Records/Documents(Mo/Yr)
Schedule when applicable)
1020.1 -General Correspondence Calendar year 2003
2050.2-Dept'I Budget Working Papers Calendar year 2003
Department Approval City Attorney Approval(if required)
-8 -06
Signature Date S' nature Date
Council Approval Date/Resolution# Destroyed by:
Signature Date
Resolution No. 06-089
Page 27 of 44
CITY OF RANCHO CUCAMONGA
Approval and Authorization
To Destroy Paper Records and/or Documents
(To be processed with the Dec.,2005 semi-annual destruction. Sign,date and term to the Records Division by
December 31, 2005. Do not destroy Iisted records until notified by the Records Coordinator that approval was granted.)
Department: M.LS. (4161) Requestor: Manuel Pilonieta
I have inspected the following records/documents and recommend/request that they be destroyed. These
records have not been stored in the City's Records Center,and,as such,are not listed in the City's
Automated Records Management System(Advantage); therefore,destruction is requested outside the
scope of the annual Advantage computer-generated destruction process.
Description of Records/Documents(Include Beginning and Ending(Inclusive)Dates of Records
Record Title Code from Records Retention /Documents(Mo/Yr)
Schedule when applicable)
1020.1 —General Correspondence All thru calendar year 2003
14041.0—Service/Help Desk Requests All that became inactive/resolved prior to 1/1/2004
2040.3—Hardware/Software Acquisition Requests All that became inactive prior to 1/1/2004
2040.4—Hardware Inventory All that became inactive prior to 1/1/2004
2040.5—Software Inventory All that became inactive prior to 1/1/2004
2050.2—Dept'l Budget Working Papers All thru calendar year 2003
5010.0—Nightly Systems Backups All thru 10/31/2005 (to be reused)
5010.1 —Monthly Systems Backups All thru calendar year 2003 (to be reused)
5010.2—Year-end System Backups All thru calendar year 2003 (to be reused)
5010.8—Network Conftg. Maps/Plans All that were superseded prior to 1/1/2004
Department Approval City ttorney App ov (if required)
Signature Date Signature Date
Council Approval Date/Resolution# Destroyed by:
Signature Date
Resolution No. 06-089
Page 28 of 44
CITY OF RANCHO CUCAMONGA
_ Approval and Authorization
To Destroy Paper Records and/or Documents
(To be processed with the Dec.,2005 semi-annual destruction. Sign,date and return to the Records Division by
December 31,2005. Do not destroy listed records until notified by the Records Coordinator that approval was granted.)
Department: Facilities Maint/Yard (4245) Requestor Sandra Mellem
I have inspected the following records/documents and recommend/request that they be destroyed. These
records have not been stored in the City's Records Center,and,as such,are not listed in the City's
Automated Records Management System(Advantage):therefore,destruction is requested outside the
scope of the annual Advantage computer-generated destruction process.
Description of Records/Documents(Include Beginning and Ending(Inclusive)Dates of
Record Title Code from Records Retention Records/Documents(Mo/Yr)
Schedule when applicable)
10201.1 Gen'I Correspondence Calendar Year 2003
14041.1 Vehicle Operators Daily Checklist Calendar Year 2003
14041.2 Employee Daily Activity Sheets Calendar Year 2003
16010.8 Pesticide Application Forms Calendar Year 2002
16010.9 Monthly Pesticide Use Reports Calendar Year 2002
6010.4 Dept'1 Budget Working Papers Calendar Year 2003
6060.3 Equipt. Maintenance Records All that became inactive prior to January,2004
Departs ent Approval City Attorney Approval
Signature Date gnature Date
Council Approval Date/Resolution;4 Destroyed by:
Signature Date
Resolution No. 06-089
Page 29 of 44
CITY OF RANCHO CUCAMONGA
- Approval and Authorization
To Destroy Paper Records and/or Documents
(To be processed with the Dec.,2005 semi-annual destruction. Sign,date and return to the Records Division by
December 31,2005. Do not destroy listed records until notified by the Records Coordinator that approval was granted.)
Department: Building&Safery (4373) Requester: Linda Courtney
I have inspected the following records/documents and recommend/request that they be destroyed. These records
have not been stored in the City's Records Center and,as such,are not listed in the City's Automated Records
Management System(Advantage);therefore,destruction is requested outside the scope of the annual Advantage
computer-generated destruction process.
Description of Records/Documents(Include Beginning and Ending(Inclusive)Dates of Records/
Record Title Code from Records Retention Documents(Mo/Yr)
Schedule when applicable)
3020.3—Utilities Release Log Calendar year 2003
3020.4—Inspection Statistical Summaries Calendar year 1995
3030.1 —Applications for Temporary Utilities Calendar year 2003
3030.3—Complaints&Inspection Requests All that became inactive or were resolved in 2003
3030.4—Applications for Plan Duplication' Calendar year 2003
3030.5—Mist. Applications Calendar year 2003
8021.1 —Plan Ck/Bldg Permit Expiration or Exten- Calendar year 2002
sion letters(Recheck Letters)
8040.4—Soil,Percolation&Hydrology studies All thr t calendar year 2003 (after scanning)
8040.5—Grading Certifications All thru calendar year 2003(after scanning)
8040.6—Calculations,supporting documents All thru calendar year 2003(after scanning)
8050.1 —Code Violation Correspondence All that became inactive or were resolved in 2002.
8050.2—Code Modification Forms All thru calendar year 2003(after scanning)
8050.3—General Correspondence Calendar year 2003
8050.4—Structure Abatement Notices All that became inactive or were resolved in 2002
8070.3—Bldg. Inspection Reports&Files All that became inactive in 2002
8070.4—Daily Inspection Records Calendar year 2003
Department A prova / City Attorney Approval(if required)
Signat ate Signature Date
Council Approval Date/Resolution# Destroyed by:
Signature Date
Notification Number Destruction Notification Report 11/30/2005
213 City of Rancho Cucamonga (RC) 17`07`17
Records Management Division(TMP)
BUILDING &SAFETY DIV (4373)
Bill to Name: (4373)
Records Coordinator: Linda Courtney Mail Code: Phone:(909)477-2700 ext:4227
The following records are due for destruction on 12/31/2005. Place your Initials next to EACH box you authorize to be destroyed,then sign &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 SIGNED LIST TO THE RECORDS DIVISION BY DECEMBER 15, 2005.
Destroy Permanent Record Title Record Title Name Dates On Destroy
(X)Code Box Number Code (Box Contents) Beg. Ending Hold? 12/31/2005 Location Space#
Scan/Recyc 2804 8020.1 Construction Permits 01/07/2003 07/16/2003 07/16/2005 05-02-03 4
Bax Contents:Bldg Permits(1/03-7/03)(A-G)
AIL Folder# Alt. Folder Number Description Beginning Date Ending Date Record Title Name
1 Bldg Permits 1/7/03-7/16/03(A thin G) 01/07/2003 07/16/2003 Construction Permits
2 "** Scanned 9/2003 "*" 01/07/2003 07/16/2003 Construction Permits
Scan/Recyc 2805 8020.1 Construction Permits 01/07/2003 07/16/2003 07/16/2005 05-02-03 3
Bax Contents: Bldg Permits(1/03-7/03)(H-Z)
AIL Folder# AIL Folder Number Description Beginning Date Ending Date Record Title Name
1 Bldg Permits 1/7/03-7/16/03(H thru Z) 01/07/2003 07/16/2003 Construction Permits
2 *"" Scanned 9/2003 "" 01/07/2003 07/16/2003 Construction Permits
Scan/Recyc 2806 8020.1 Construction Permits 01/07/2003 07/16/2003 07/16/2005 05-02-03 2
Bax Contents: Bldg Permits(1/03-7/03)(A-F)
Alt.Folder# Alt.Folder Number Description Beginning Date Ending Date Record Title Name
I Bldg Permits(1/7/03-7/16/03)(A thru F) 01/07/2003 07/16/2003 Construction Permits
W—, 2 *** Scanned Oct,2003 *'* 01/07/2003 07/16/2003 Construction Permits
T\H Scan/Recyc 2807 8020.1 Construction Permits 01/07/2003 07/16/2003 07/16/2005 05-02-02 2
Box Contents:Bldg Permits(1/03-7/03)(G-Tracts)
Alt.Folder# Alt. Folder Number Description Beginning Date Ending Date Record Title Name
1 Bldg Permits(1/7/03-7/16/03)(G thru Tracts) 01/07/2003 07/16/2003 Construction Permits
2 *"* Scanned Oct,2003 "*" 01/07/2003 07/16/2003 Construction Permits (n
p O
X Wbcan/Recyc 2808 8020.1 Construction Permits 01/07/2003 07/16/2003 07/16/2005 05-02-02 3 _E
`}Y Box Contents: Bldg Permits(1/03-7/03)(A-Q O
N 0
Z
O O
W '
CD O
M CJ
A 00
Date ;]rang H# n Bldg, Offlclal Date James Markman-City Attorney A (D
Page 1
Notification Number Destruction Notification Report 11/30/2005 _U 71
213 City of Rancho Cucamonga (RC) 17:07:17 iu m
(o to
Records Management Division (TMP) m O
BUILDING &SAFETY DIV (4373)
0
Bill to Name: (4373) OM
Records Coordinator: Linda Courtney Mall Code: Phone:(909)477-2700 ext:4227 b. Z
A O
The following records are due for destruction on 12/31/2005. Place your initials next to EACH box you authorize to be destroyed,then sign&date the bottom of O
EACH page. If you want a box held for an additional 6 months,provide a memo justifying the hold.
O
to
RETURN THE SIGNED LIST TO THE RECORDS DIVISION By DECEMBER 15,2005. O
Destroy Permanent Record Title Record Title Name Dates On Destroy
(X)Code Box Number Code (Box Contents) Beg. Ending Hold? 12/31/2005 Location Space#
can/Recyc 2808 8020.1 Construction Permits 01/07/2003 07/16/2003 07/16/2005 OS-02-02 3
Box Contents:Bldg Permits(1/03-7/03)(A-L)
Alt.Folder# Alt.Folder Number Description Beginning Date Ending Date Record Title Name
1 Bldg Permits 1/7/03-7/16/03(A thru L) 01/07/2003 07/16/2003 Construction Permits
2 "' Scanned Nov,2003 "' 01/07/2003 07/16/2003 Construction Permits
can/Recyc 2809 8020.1 Construction Permits 01/07/2003 07/16/2003 07/16/2005 OS-02-02 4
Box Contents:Bldg Permits(1/03-7/03)(M-#'d)
Alt.Folder# Alt.Folder Number Description Begimurig Date Ending Date Record Title Name
1 Bldg Permits 1/7/03-7/16/03(M thru#'d streets) 01/07/2003 07/16/2003 Construction Permits
2 "* Scanned Nov,2003 '*` 01/07/2003 07/16/2003 Construction Permits
can/Recyc 2846 8020.1 Construction Permits 09/25/2003 10/20/2003 10/20/2005 12-03-03 3
Box Contents:Bldg Permits(9/03-10/03)
Alt.Folder# AIC Folder Number Description Beginning Date Ending Date Record Title Name
1 Bldg Permits 9/2003-10/2003(Abbey-Via Esperanza) 09/25/2003 10/20/2003 Construction Permits
2 " Scanned July,2004 "' 09/25/2003 10/20/2003 Construction Permits
can/Recyc 3008 8020.1 Construction Permits 07/17/2003 08/14/2003 08/14/2005 12-02-01 1
Box Contents:Bldg Permits(7/03-B103)(Maly-19th)
AIL Folder# Alt.Folder Number Description Beginning Date Ending Date Record Title Name
1 Malvasea thru Nineteenth 07/17/2003 08/14/2003 Construction Permits
`` 2 *" Scanned July,2004'" s
07/17/2003 08/14/2003 Construction Permit
4ecan/Recyc 3010 8020.1 Construction Permits 08/15/2003 09/24/2003 09/24/2005 12-02-01 3
Box Contents:Bldg Permits(8/03-9/03)
/ dG ¢
Date rang HuynJ -Mg.M 9 cla Date 3ames Markman-City Attorney
Page 2
Notification Number _ Destruction Notification Report 11/30/2005
213 City of Rancho Cucamonga (RC) 17:07:17
Records Management Division (TMP)
BUILDING &SAFETY DIV (4373)
Bill to Name: (4373)
Records Coordinator: Linda Courtney Mail Code: Phone: (909)477-2700 ext:4227
The following records are due for destruction on 12/31/2005. Place your initials next to EACH box you authorize to be destroyed,then sign &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 SIGNED LIST TO THE RECORDS DIVISION By DECEMBER 15, 2005.
Destroy Permanent Record Title Record Title Name Dates On Destroy
(X)Code Box Number Code .(Box Contents) Beg. Ending Hold? 12/31/2005 Location Space#
A Scan/Recyc 3010 8020.1 Construction Permits 08/15/2003 09/24/2003 09/24/2005 12-02-01 3
Box Contents:Bldg Permits(8/03-9/03)
AIL Folder# Alt.Folder Number Description Beginning Date Ending Date Record Title Name
1 "' Scanned July,2004 •*• 08/15/2003 09/24/2003 Construction Permits
i/)gFScan/Recyc 3011 8020.1 Construction Permits 07/17/2003 08/14/2003 08/14/2005 12-02-01 4
Box Contents:Bldg Permits(7/03-8/03)(A-Mal)
Alt.Folder# AIL Folder Number Description Beginning Date Ending Date Record Title Name
1 Abbey-Malachite 07/17/2003 08/14/2003 Construction Permits
2 ... Scanned July,2004 .*' 07/17/2003 08/14/2003 Construction Permits
XoScan/Recyc 3012 8020.1 Construction Permits 10/01/2003 11/30/2003 11/30/2005 12-02-01 5
TV' Bax Contents:Bldg Permits(10/03-11/03)
AIL Folder# Alt.Folder Number Description Beginning Date Ending Date Record Title Name
,.q.., 1 *** Scanned July,2004 10/01/2003 11/30/2003 Construction Permits -.
WScan/Recyc 3098 8020.1 Construction Permits 11/01/2003 12/31/2003 12/31/2005 11-01-01 4
Box Contents:Building permits(11/2003- 12/2003)
AIL Folder# AIL Folder Number Description Beginning Date Ending Date Record Title Name
1 *. Scanned Feb,2005 ... 11/01/2003 12/31/2003 Construction Permits
can/Recyc 3139 8020.1 Construction Permits 01/31/2002 12/31/2003 12/31/2005 11-02-02 6
Box Contents:Building Permits fn
Box Contents:08-04 through 09-04 O
C_
O
0) �
Z
O O
W '
/ N W
l l Q' SIS A CD
CO
Date Tra Huoh- Idg Official Date James Markman-City Attorney A t0
Page 3
Notification Number Destruction Notification Report 11/30/2005
213 City of Rancho Cucamonga (RC) 17:07:17 a) M
Records Management Division (TMP) Cl) O
BUILDING &SAFETY DIV (4373) Lo o
Bill to Name: (4373) 0 D
Records Coordinator: Linda Courtney Mall Code: Phone:(909)477-2700 ext:4227 A Z
A O
The following records are due for destruction on 12/31/2005. Place your Initials next to EACH box you authorize to be destroyed,then sign&date the bottom of O
EACH page. If you want a box held for an additional 6 months, provide a memo Justifying the hold. 0)
O
RETURN THE SIGNED LIST TO THE RECORDS DIVISION BY DECEMBER 15, 2005. 00
Destroy Permanent Record Title Record Title Name Dates On Destroy
(X)Code Box Number Code (Box Contents) Beg. Ending Hold? 12/31/2005 Location Space#
F-jScan/ReCyc 3139 8020.1 Construction Permits 01/31/2002 12/31/2003 12/31/2005 11-02-026
Boz Contents: Building Permits
Bax Contents:08-04 through 09-04
Eligible Boxes on Hold = 0
-. -Elglbile Boxes Checked Out O - -
Elglbile Boxes Excepted = 0 _
Boxes to be Destroyed for this Department = 13
(Excluding boxes on hold or boxes with folders on hold or
checked out,and excluding boxes selected for exception )
Date TrWrg Huyr h Bld .Official Date 3a es Markman-City Attorney
Page 4
Resolution No. 06-089
Page 34 of 44
MEMORANDUM
PLANNING DEPARTMENT ri
RANCHO
Date: February 8, 2006 CUCAMONGA
To: Carrie Pincott, Records Coordinator,F ��
From: Dan Coleman, Acting City Planner `1\'L/
By: Lois Schrader, Planning Commission Secretary
Subject: RETENTION OF GENERAL CORRESPONDENCE/PLANNING DEPARTMENT
This is our formal request to change the retention schedule for correspondence generated by the
Planning Department. Currently, General Correspondence (record title 1020.1) is retained for 24
months and then shredded.
This request is necessitated by regular requests from the public for copies of such items well past
the destruction date. In addition, our case files are reviewed and handled by the public and other
departments resulting in important correspondence inadvertently separated from the case file. For
this reason we would like to extend the retention of our General Correspondence files from a
24-month period to a 5-year retention schedule indefinitely.
Kindly retain any general correspondence for the Planning Department for a period of 5 years
effective immediately as there is Box Number 3313 containing correspondence dating from 2003
scheduled for destruction that may be needed for the affected de-bulked Planning case files. This
would also follow the fact that our approvals are good for 5 years allowing us access to related
correspondence for the full approval period.
y.
DC:LS
Resolution No. 06-089
Page 35 of 44
CITY OF RANCHO CUCAMONGA
Approval and Authorization .
To Destroy Paper Records and/or Documents
M
e�
(To be processed with the Dec.,2005 semi-annual destruction. Sign,date and return to the Records Division by
December 31,2005. Do not destroy listed records until notified by the Records Coordinator that approval was granted.)
Department: Planning, (4333) Requestor. City Planner
I have inspected the following records/documents and recommend/request that they be destroyed. These
records have not been stored in the City's Records Center and, as such,are not listed in the City's
Automated Records Management System(Advantage);therefore,destruction is requested outside the
scope of the annual Advantage computer-generated destruction process.
Description of Records/Documents(Include Beginning and Ending(Inclusive)Dates of
Record Title Code from Records Retention Records/Documents(Mo/Yr)
Schedule when applicable)
2050.2—Dept'I Budget Working Papers All dated thru calendar year 2003
8021.3—Home Occupation"Permits All dated prior to 12/31/2005 (to be transferred to
the Business Licensing Division)
partment pp val City Attorney Approval
Signature Date S nature Date
Council Approval Date/Resolution# Destroyed by:
Signature Date
Destruction Notification Report 11/30/2005
Notification Number 17:01:25
212 City of Rancho Cucamonga (RC)
Records Management Division (TMP) -
PLANNING DIVISION (4333) .
Bill to Name: (4333)
Records Coordinator:SANCHEZ,GAIL Mail Code; Phone:(909)477-2700 ext:4327 -
The following records are due for destruction on 12/31/2005. Place your initials next to EACH box you authorize to be destroyed,then sign&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 SIGNED LIST TO THE RECORDS DIVISION By DECEMBER 15,2005.
Destroy Permanent Record Title Record Title Name Dates On Destroy
(X)Code Box Number Code (Box Contents)
Beg. Ending Hold? 12/31/2005 Location Space#
®Shred 3145 2030.4 Community Devpt Block Grants 01/01/1993 12/31/1994 12/31/1999 06-03-02 2
Bax Contents:CDBG (Grants)
Box Contents: 1993-1994
®Shred 3146 2030.4 Community Devpt Block Grants 01/01/1993 12/31/1994 12/31/1999 06-03-02 3
Box Contents:CDBG(Grants
Scan/Recyc 3063 8020.2 Conditional Use Permits(CUP's) 01/01/2000 12/31/2001 12/31/2005 10-03-02 2
Bax Contents:CUP's(1/2000-12/2001)
Alt.Folder# AIC 12/31/Folder Number Description Beginning Dale Date Record Title Name
1 CUP 00-45(Albertson's Express);00-46(Parker Technology); 01/01/2000 12/31/2001 Conditional Use Permits(CUP's)
2 00-47(Camino Reap;00-48(Crltchfield Dev);00-49(Lennar Homes); 01/01/2000 12/31/1001 Conditional Use Permits(CUP's)
3 CUP 01-01(2nd dwelling-Lenert); 01-02(2nd dwelling-Sanders) 01/01/2000 12/31/2001 Conditional Use Permits(CUP's)
4 •** Need to SCAN " 01/01/2000 12/31/2001 Conditional Use Permits(CUP's)
®scan/Recyc 3304 8020.2 Conditional Use Permits(CUP's) 01/01/2001 12/31/2001 12/31/2005 04-02-02
6
Box Contents:CUP'S
Box Contents:DRC2001-00058 Misc.#'3 thru
Box Contents:DRC2001-00499
Box Contents:"NEEDS SCANNING-
Shred 3313 1020.1 Gen'i Correspondence 01/01/2003 06/30/2003 06/30/2005 04-01-03 5
(D
Box Contents:Correspondence&Momo's.
N
Box Contents:01/01/2003-06/30/2003 O
C_
O
Z
CD o
rn
o ,
Date �
m � OD
Date CttPlanner Date James Markman-City Attorney A cCOO
Page 1
Notification Number Destruction Notification Report 11/30/2005
-0 X)
212 City of Rancho Cucamonga (RC) 17:01:25 m �
Records Management Division (TMP) - m o
PLANNING DIVISION (4333)
4
V =
O
Bill to Name: (4333) 0 7
Records Coordinator:SANCHEZ,GAIL Mall Code: Phone: (909)477-2700 ext:4327 b.
The following records are due for destruction on 12/31/2005. Place your initials next to EACH box you authorize to be destroyed,then sign&date the bottom of A o
EACH page. If you want a box held for an additional 6 months,provide a memo justifying the hold. O
W
CD
RETURN THE SIGNED LIST TO THE RECORDS DIVISION BY DECEMBER 15,2005. OD
(0
Destroy Permanent Record Title Record Title Name Dates On Destroy
(X)Code Box Number Code (Box Contents) Beg. Ending Hold? 12/31/2005 Location Space#
Shred, 3313 1020.1. Gen'[Correspondence 01/01/2003 06/30/2003 06/30/2005 04-01-03 5
Box Contents:Correspondence&Momo's.
Boz Contents:01/01/2003-06/30/2003
®Scan/Recyc 2588 7010.2 Planning Commisson Agendas 01/01/2000 12/31/2000 12/31/2005 11-02-02 1
Box Contents:Plan Comm Agendas(2000)
AIC Folder# Alt.Folder Number Description Beginning Date Ending Date Record Title Name
1 Planning Commission Agendas-2000 01/01/2000 12/31/2000 Planning Commisson Agendas
2 "• Needs to be Scanned •** 01/01/2000 12/31/2000 Planning Commisson Agendas
Scan/Recyc 3144 10020.8 Subdivisions&Developments(DR's) 01/01/2001 06/30/2001 06/30/2003 06-03-02 4
Box Contents:DRC's
Box Contents:2001
Scan/Recyc 3303 10020.8 Subdivisions&Developments(OR's) 01/01/2001 06/30/2001 06/30/2003 04-02-02 1
Box Contents:OROS
Box Contents:DRC2001-00084 Wisc.File#'s thru
Box Contents:DRC2001.00258 -
Box Contents; 'Needs to be Scanned-
,scan/Recyc 3035 10020.9 Tracts and Parcels 01/01/2002 12/31/2003 12/31/2005 03-01-02 5
Box Contents:SUB TT's(2002-2003)
Alt.Folder# Alt.Folder Number Description Beginning Date Ending Date Record Title Name
Y Id t
Date CI y Planner Date lames Markman-City Attorney
Page 2
Notification Number Destruction Notification Report 11/30/2005
212 City of Rancho Cucamonga (RC) 17:01:25
Records Management Division (TMP)
PLANNING DIVISION (4333)
Bill to Name: (4333)
Records Coordinator: SANCHEZ,GAIL Mail Code: Phone:(909)477-2700 ext:4327
The following records am due for destruction on 12/31/2005. Place your Initials next to EACH box you authorize to be destroyed,then sign&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 SIGNED LIST TO THE RECORDS DIVISION By DECEMBER 15, 2005.
Destroy Permanent Record Title Record Title Name Dates On Destroy
(X)Code Box Number Code (Box Contents) Beg. Ending Hold? 12/31/2005 Location Space#
®Scan/Recyc 3035 10020.9 Tracts and Parcels 01/01/2002 12/31/2003 12/31/2005 03-01-02 5
Box Contents:SUB Tr's(2002-2003)
AIL Folder# AIL Folder Number Description Beginning Date Ending Date Record Title Name
1 SUBTT-16335(Rancho Vista West) 01/01/2002 12/31/2003 Tracts and Parcels
2 SUBTr-16512(K.B.Homes Terra Vista) 01/01/2002 12/31/2003 Tracts and Parcels
3 SUBTT-16567(Main Street at Route 66) 01/01/2002 12/31/2003 Tracts and Parcels
4 SUBTT-16612(D.R.Horton at Victoria Arbors) 01/01/2002 12/31/2003 Tracts and Parcels
5 SUBTT-16651(Foothill Terrace) 01/01/2002 12/31/2003 Tracts and Parcels
6 •' Need to SCAN ••• 01/01/2002 12/31/2003 Tracts and Parcels
®Scan/Recyc 3308 10020.9 Tracts and Parcels 01/01/2002 12/31/2003 12/31/2005 04-02-03 3
Box Contents:SUB Tentative Parcel Map
Be.Contents:SUBTPM15790 MISC.#'s THRU
Box Contents:SUSTPM15278
Box Contents:-NEEDS TO BE SCANNED-
Eligible Boxes on Hold = 0
Elgibile Boxes Checked Out = 0
Elgibile Boxes Excepted = 0
Boxes to be Destroyed for this Department = 10
( Excluding boxes on hold or boxes with folders on hold or .Z1
checked out,and excluding boxes selected for exception) N
in
O
C_
-00
D) �
O Z
O O
W *
Oo O
O 01
O
A OD
Date CitV Planner Date lames Markman-City Attorney .P (D
Page 3
Resolution No. 06-089
Page 39 of 44
CITY OF RANCHO CUCAMONGA
Approval and Authorization
To Destroy Paper Records and/or Documents
(To be processed with the Dec.,2005 semi-annual destruction. Sign,date and return to the Records Division by
December 31,2005. Do not destroy listed records until notified by the Records Coordinator that approval was granted.)
Department Community Services(4532) Requester Melissa Morales
I have inspected the following records/documents and recommend/request that they be destroyed. These
records have not been stored in the City's Records Center,and,as such, are not listed in the City's
Automated Records Management System(Advantage);therefore,destruction is requested outside the
scope of the annual Advantage computer-generated destruction process.
Description of Records/Documents(Include Beginning and Ending(Inclusive)Dates of
Record Title Code from Records Retention Records/Documents(Mo/Yr)
Schedule when applicable)
1020.1 -General Correspondence Calendar year 2003
1020.3 -Programs Calendar year 2001
1020.4-Projects All that completed/terminated prior to 1/1/2002
1020.5 -Special Events Calendar Year 2001
14010.6-Scholarship Applications Calendar Year 2003
14020.3-Recreation Class Schedule Calendar Year 2003 (1 original sent to Archives)
16010.7-Use of City Facilities Calendar Year 2003
2050.2-Dept'1.Budget Working Papers Calendar Year 2003
5030.5-Volunteer Applications/Reports All that became inactive prior to 1/1/2003
7010.3 -Advisory Council Agendas Calendar Year 2003 (to be scanned,then recycled)
7012.9-Audio Tapes Calendar Year 2003 (to be reused)
Depa ent val City Attorney Approval
Signature Date Signature Date
Council Approval Date/Resolution# Destroyed by:
Signature Date
Resolution No. 06-089
Page 40 of 44
CITY OF RANCHO CUCAMONGA
_ Approval and Authorization
To Destroy Paper Records and/or Documents
(To be processed with the Dec.,2005 semi-annual destruction. Sign,date and return to the Records Division by
December 31,2005. Do not destroy listed records until notified by the Records Coordinator that approval was granted.)
Department: Library (4533) Requestor: Vivian Garcia
I have inspected the following records/documents and recommend/request that they be destroyed.
These records have not been stored in the City's Records Center and, as such,are not listed in the
City's Automated Records Management System(Advantage);therefore, destruction is requested
outside the scope of the annual Advantage computer-generated destruction process.
Description of Records/Documents(Include Beginning and Ending(Inclusive)Dates of
Record Title Code from Records Retention Records/Documents(Mo/Yr)
Schedule when applicable)
11300.1 —Donation records Calendar year 2001
11800.2—Public Services&Relations Calendar year 2001
11801.0—Public Inquiries&Complaints Calendar year 2001
4012.3—Revenue Files Calendar year 2003
4020.5—Grants All that have been completed and audited prior
to I/l/1997
5030.0—Library Board Agendas All thru calendar year 2004(after scanning)
5030.5—Volunteer Program records All that became inactive prior to 1/1/2001
7041.1 —Fines Collected Calendar year 2001
D artment Approval City Attorney Approval
Signature ate Signatur`_ Date
Council Approval Date/Resolution# Destroyed by:
Signature Date
Resolution No. 06-089
Page 41 of 44
CITY OF RANCHO CUCAMONGA
Approval and Authorization
1 To Destroy Paper Records and/or Documents
kth5`si.
�r 'v
(To be processed with the Dec.,2005 semi-annual destruction. Sian,date and return to the Records Division by
December 31,2005. Do not destroy listed records until notified by the Records Coordinator that approval was granted.)
Department Engineering(Admin)(Dept 4637) Requestor Diane Whyte
I have inspected the following records/documents and recommend/request that they be destroyed. These
records have not been stored in the City's Records Center,and,as such,are not listed in the City's
Automated Records Management System(Advantage);therefore,destruction is requested outside the
scope of the annual Advantage computer-generated destruction process.
Description of Records/Documents(Include Beginning and Ending(Inclusive)Dates of
Record Title Code from Records Retention Records/Documents(Mo/Yr)
Schedule when applicable)
1020.1 -General Correspondence Calendar Year 2003
11101.8-Street Vacations All that were approved prior to 1/1/2004
11700.9-Flood Plain(FEMA) All that were superseded prior to 1/1/1996
2050.2-Dept'l Budget Working Papers Calendar Year 2003
4010.3-Assessment Districts All that were approved thru 12/31/2005 (to be
transferred to the Special Districts Division)
Department Approval It rney Appro
Signa a Date Signature Date
Council Approval Date/Resolution # Destroyed by:
Signature Date
Notification Number Destruction Notification Report - 11/30/2005
214 City of Rancho Cucamonga (RC) 17:23:58
Records Management Division (TMP)
ENGINEERING/ADMIN (46373
Bill to Name: (4637)
Records Coordinator: Diane Whyte Mail Code: Phone:(909)477-2700 ext:4013
The following records are due for destruction on 12/31/2005. Place your Initials next to EACH box you authorize to be destroyed,then sign&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 SIGNED LIST TO THE RECORDS DIVISION BY DECEMBER 15, 2005.
Destroy Permanent Record Title Record Title Name Dates On Destroy
)Code Box Number Code (Box Contents) Beg. Ending Hold? 12/31/2005 Location Space#
Recycle 3172 11101.8 Street Vacations 08/31/1998 09/30/2000 09/30/2002 12-03-03 4
Box Contents:Street Vacations
Box Contents:V 151 A-183
rrtrtrtrtrhhlmmn Tracts & Parcel Maps !
RecycU 3173 11301.8 ----reel Vaaatiene 07/31/1988 12/31/1991 12/31/1993 12-03-03 5
Box Contents:Tract Files
Box Contents: 14055,14162, 14121,14192,14192-1;
Box Contents: 14316, 14368, 14410, 14459, 14476,
j Box Contents: 14490, 14508, 14540 •SCAN-
/
Scan/Recyc 3171 10020.9 Tracts and Parcel Maps 01/01/1985 02/28/2003 02/28/2005 12-03-03 6
Box Contents:Tract Files
Box Contents: 13114,13359, 13674, 13717;
Box Contents: 13748,13750,013759,13772,13808:
Box Contents: 13851,13877, 13951, 13976 -SCAN"
E = Excluded Eligible Boxes on Hold = 0
Elgibile Boxes Checked Out = 0
Elgibile Boxes Excepted = 0
Boxes to be Destroyed for this Department = 3
(Excluding boxes on hold or boxes with folders on hold or CD
checked out,and excluding boxes selected for exception )
C_
0
N :3
U3 Z
01 O
A '
N CJ
Cr)
-�-07� /.._ O I,
rM . Oo
Date r' Jo5b'Neil-City Engineer Date James Markman-City Attorney -N tD
Page 1
Resolution No. 06-089
Page 43 of 44
MEMORANDUM
ENGINEERING DEPARTMENT
RANCHO
Date: February 9, 2006 CUCAMONGA
To: Carrie Pincott, Record's Coordinator i
From: Diane L.Whyte, Senior Administrative SecretarY61
Subject: SEMI-ANNUAL RECORDS DESTRUCTION
Carrie, Please note Box Number 3173, should be scanned and recycled and should read Tracts
and Parcel Maps and Not Street Vacations.
Resolution No. 06-089
Page 44 of 44
CITY OF RANCHO CUCAMONGA
_ Approval and Authorization
' To Destroy Paper Records and/or Documents
(To be processed with the Dec.,2005 semi-annual destruction. Sign,date and return to the Records Division by
December 31,2005. Do not destroy listed records until notified by the Records Coordinator that approval was granted.)
Department Engineering(Traffic/Design)(Dent 4639) Requestor Loci Saunders
I have inspected the following records/documents and recommend/request that they be destroyed. These
records have not been stored in the City's Records Center,and,as such,are not listed in the City's
Automated Records Management System(Advantage);therefore,destruction is requested outside the
scope of the annual Advantage computer-generated destruction process.
Description of Records/Documents(Include Beginning and Ending(Inclusive)Dates of
Record Title Code from Records Retention Records/Documents(Mo/Yr)
Schedule when applicable)
1020.1 —General Correspondence Calendar Year 2003
11620.1 —Traffic Signal Maintenance Calendar Year 2002
2050.2—Dept.Budget Working Papers Calendar Year 2003
8060.2—Multi-Year Projections for Cap Imp Calendar Year 2003
Department Approval City Attorney Approval
/640 >i T-S-06
S' nature Date tgnature Date
Council Approval Date/Resolution 4 Destroyed by:
Signature Date