2017 FinanceI f!ts of a Qainta RECORDS DESTRUCTION AUTHORIZATION
In accordance with the City's Records Retention Schedule as adopted by Resolution 2013-036, it is requested that the records
delineated below be destroyed. There is no known litigation or reasonably anticipated investigation or litigation that would
require these records be held.
The total retention period has expired or in accordance with GC34090.5, any original/permanent records herein are being
destroyed because (1) these records have been scanned into a permanent electronic format, (2) the format produced an accurate,
legible copy that does not permit edits, (3) it is accessible for public reference to the same degree as the original version, and
(4) a true, c dart' electronic copy is kept in a safe and separate place.
Karla Campos IFinance
Department Head Signature
Print Name Department
William H. Ihrke
City Attorney Signature
Print Name Date
RECORDS TO BE DESTROYED:
REQUIRED
UFFS# and TITLE or
E-IMAGE
TYPE FORMAT RECORD DATES TOTAL
DESCRIPTION OF RECORD
EXIST?
RETENTION
I
Until audited
408.02 Daily Cash Receipts
o P/S
FY 09/10 NO
+ 7 years
Until audited
404.05 Personnel Timesheets
0 P/S
07/09-12/09 NO
+ 7 years
Until audited
Landmark Wires
0 P/S
FY 01 /07-06/07 NO
2000-2009
+ 7 years _
401.11 GFOA Awards & Applications
Until audited
408.01 Accounts Receivables-Fire
o
P/S
NO
FY 03/04-09/10
+ 7 years
Invoices
o
P/S
current year+
410.05 Budget Manuals
I 87/88-02/03 NO
2 years
Until audited
401.11 SCO Reports
o
P/S
FY 00/01-04/05 NO
+ 7 years
current year
410.01 Budget Preparation Files
o
P/S
FY 97/98-11/12 NO
FY 00/01-02/03
+ 2 years
401.11 Statement of indebtness
Until audited
401.11 Annual Housing Activity Report
o P/S
FY 95/96-97/98 NO
+ 7 years
401.11 State Controller Reports
FY 98/99 _
Until audited
401.11 State Controller Reports;
FY 89/90-98-99;
403.02 External Audit-Transportation
FY 05/06-0708,06/07-
+ 7 years
Fund Audit, Air Quality Fund, AB 1389
o P/S
12/13,03/04-08/09; NO
until
RDA & County Auditors;
FY 97/98-12/13
superseded +
401.16 Gann Limit Calculations
—2—Years
Until audited
408.04 Animal License fees
o P/S
2010 NO
+ 7 years
I certify that the records described above and approved for destruction were o recycled 0hredded on 2-/,6 / as
prescribed by [ali-
t
Susan Maysels City Clerk
City Clerk or Peputy ti y Clerk Signature Print Name Title
Type: Original Documents = 0 Format: Paper records to be shreded = P/S
Copies = C Paper records to be recycled = P/R
Electronic document to be deleted = E
CD, DVD, Tape to be destroyed = CDT
ifitS of a QuLnta RECORDS DESTRUCTION AUTHORIZATION
In accordance with the City's Records Retention Schedule as adopted by Resolution 2013-036, it is requested that the records
delineated below be destroyed. There is no known litigation or reasonably anticipated investigation or litigation that would
require these records be held.
The total retention period has expired or in accordance with GC34090.5, any original/permanent records herein are being
destroyed because (1) these records have been scanned into a permanent electronic format, (2) the format produced an accurate,
legible copy that does not permit edits, (3) it is accessible for public reference to the same degree as the original version, and
(4) a true, secondary electronic copy is kept in a safe and separate place.
Karla Campos Finance
Deortment Head Signature
Print Name Department
William H. Ihrke .3
City Attorney Signature
Print Name I Da e
RECORDS TO BE DESTROYED:
REQUIRED
UFFS# and TITLE or
DESCRIPTION OF RECORD
TYPE
E -IMAGE
FORMAT RECORD DATES EXIST? TOTAL
RETENTION
408.02 Daily Cash Receipts
o
P/S FY 09/10 NO
Until audited
+ 7 years
408.02 Daily Cash Receipts
P/S FY 09/10 NO
0
Until audited
+ 7:ears
0
408.02 Daily Cash Receipts
P/S FY 09/10 NO
_
�
P/S FY 09/10 NO
f
Until audited
+ 7ey ars
408.02 Daily Cash Receipts
o
audited
+ Until l7 years
o
408.02 Daily Cash Receipts
P/S FY 09/10 NO
_
Until audited
+ 7 ygars
Until audited
+ 7 years
408.02 Daily Cash Receipts
0
P/S
FY 09/10
NO
408.02 Daily Cash Receipts
o
P/S
FY 09/10 f NO
Until audited
+ 7 years
408.02 Daily Cash Receipts
FY 09/10 NO
o
P/S
Until+ audited
408.02 Daily Cash Receipts
o
P/S
FY 09/10
NO
Until audited
+ 7 years
408.02 Daily Cash Receipts
FY 09/10
o
P/S
NO
Until audited
+ 7 years
408.02 Daily Cash Receipts
o
P/S
FY 09/10
NO
Until audited
+ 7 years
408.02 Daily Cash Receipts
o
P/S
FY 09/10
NO
Until audited
+ 7 years
408.02 Daily Cash Receipts
Until audited
+ 7 years
o
P/S
FY 08/09
NO
404.05 Timesheets
Until audited
+ 7 years
o
P/S
FY 09/10
NO
I certify that the records described above and aporaved for destruction were o recycled hredded on q2�( J� 11 as
prescribed by law
Susan Maysels City Clerk
City Clerk or D uty Ci Ierk Signature Print Name Title
Type: Original Documents = O Format: Paper records to be shreded = P/S
Copies = C Paper records to be recycled = P/R
Electronic document to be deleted = E
CD, DVD, Tape to be destroyed = CDT R
�itc o f�a Qcc to
RECORDS DESTRUCTION
AUTHORIZATION
In accordance with the City's Records Retention Schedule as adopted by Resolution 2013-036, it is fetjuested that the records
delineated below be destroyed. There is no known litigation
or reasonably anticipated investigation or litigation that would
require these records be held.
The total retention period has expired or in accordance with GC34090.5, any original/permanent records herein are being
destroyed because (1) these records have been scanned into a permanent electronic format, (2) the format produced an accurate,
legible copy that does not permit edits, (3) it is accessible for public reference to the same degree as the original version, and
(4) a tru46cond a electronic copy is kept in a safe and sep-arate:pla0e:
•
Karla Campos
Finance
Department Head Signature
Print Name
Department
William H. Ihrke
City Attorney Signature
Print Name
Qate
RECORDS TO BE DESTROYED,
REQUIRED
UFFS# and TITLE or
DESCRIPTION OF RECORD
TYPE
FORMAT RECORD DATES
E-IMAGE
EXIST? TOTAL
I RETENTION
412.01 Accounts Payables LE-N
o P/S FY 09/10
NO Until audited
+ 7 years
412.01 Accounts Payables O-Q
o P/S FY 08/09
NO Until audited
+ 7 years
412.01 Accounts Payables O-RI
o P/S FY 09/10
NO Until audited
+ 7 ears
412.01 Accounts Payables R-RU
o P/S FY 08/09
NO Until audited
+ 7 years
412.01 Accounts Payables R-ST
o P/S FY 09/10
NO Until audited
+ 7 years
412.01 Accounts Payables ST-T
o P/S FY 08/09
NO Until audited
+ 7 "a rs
412.01 Accounts Payables S-T
' o P/S FY 09/10
NO Until audited
+ 7 years
412.01 Accounts Payables U-V
o P/S FY 08/09
NO Until audited
+ 7 years
412.01 Accounts Payables W-Z
o P/S FY 09/10
NO Until audited
+ 7 years
413.08 RFP-Auditing Services
o P/S 2007
NO Until audited
+ 7 years
409.1 Sales Tax, 403.05 Audit Working
Files, 411.01 CAFR/CSA Reports,410.01
Budget preparation files.
o P/S I 1996-2009
Until audited
NO
+ 7 years
401.11 Annual Financial Statements
o P/S 1996-2009
NO Until audited+ 7—years
Until audited
401.11 Bank Statements ❑ PIS 2009.2010 NO
+ 7 years
I certify that the records described above and approved for destruction were o recycled hredded or. 17 as
�presc iced by aw.
f
Susan Maysels
City Clerk
City Clerk r Deputy ftVy Clerk Signature
Print Name
Title
Type: Original Documents = 0
Format: Paper records to be shreded = P/S
Copies = C
Paper records to be recycled = P/R
Electronic document to be deleted = E
CD, DVD, Tape to be destroyed = CDT
r rti---;P � r va r
1fity of fa QuLnta RECORDS DESTRUCTION AUTHORIZATION
In accordance with the City's Records Retention Schedule as adopted by Resolution 2013-036, it is requested that the records
delineated below be destroyed. There is no known litigation or reasonably anticipated investigation or litigation that would
require these records be held.
The total retention period has expired or in accordance with GC34090.5, any original/permanent records herein are being
destroyed because (1) these records have been scanned into a permanent electronic format, (2) the format produced an accurate,
legible copy that does not permit edits, (3) it is accessible for public reference to the same degree as the original version, and
(4) a true, secondary electronic copy is kept in a safe and separate place.
.j
Karla Campos
Finance
Department Head Signature
Print Name
Department
William H. Ihrke
j
City Attorney Signature
Print Name
Da
)
RECORDS TO BE DESTROYED:
UFFS# and TITLE or
DESCRIPTION OF RECORD
TYPE FORMAT RECORD DATES
E -IMAGE REQUIRED
EXIST? TOTAL
RETENTION
403.02 External Audit -Transportation
Fund Audits for La Quinta to Riverside
County, Air Quality Fund, AB 1389
Redevelopment Agencies and County
Auditors
404.01/03 Payroll Records/Deducitons
Authorizations
404.01/03 Payroll Records/Deducitons
Authorizations
o
P/S
FY 05/06-07/08, FY
06/07-12/13, FY
03/04-08/09
NO
4 years
o
Until audited
P/S FY 09/10 NO + 7 years
Until audited
P/S FY 09/10 NO + 7 years
P/S FY 09/10 NO Until audited
+ 7 years
Until audited
P/S FY 09/10 NO
+ 7 ears_
P/S FY 09/10 NO Until audited
+ 7 years
P/S 2010 NO Until audited
+ 7years
Until audited
P/S I FY 08/09 & 09/10 NO + 7 years
P/S FY 07/08 NO Until audited
+ 7 years
P/S FY 07/08 NO Until audited
+ 7 years
o
404.01/03 Payroll Records/Deducitons
Authorizations
404.01/03 Payroll Records/Deducitons
Authorizations
404.01/03 Payroll Records/Deducitons
Authorizations
o
o
o
402.01 Bank Deposits Slips
o
402.06 Bank Reconciliation
408.02 Dailv Cash Receipts - MUSEUM
Journal Entries
Journal Entries
o
o
o
'
I certify that the records described above and approved for destruction were o recycled shredded on as
prescribed by law.
�se1s jh.�1.City Clerk
City Clerk or Deput City C44rk Signature Print Name
Title
Type: Original Documents = O Format: Paper records to be shreded = P/S
Copies = C Paper records to be recycled = P/R
Electronic document to be deleted = E
CD, DVD, Tape to be destroyed = CDT
ifitu ofa Quizta RECORDS DESTRUCTION AUTHORIZATION
In accordance with the City's Records Retention Schedule as adopted by Resolution 2013-036, it is requested that the records
delineated below be destroyed. There is no known litigation or reasonably anticipated investigation or litigation that would
require these records be held.
The total retention period has expired or in accordance with GC34090.5, any original/permanent records herein are being
destroyed because (1) these records have been scanned into a permanent electronic format, (2) the format produced an accurate,
legible copy that does not permit edits, (3) it is accessible for public reference to the same degree as the original version, and
(4) a true, gecondary electronic copy is kept in a safe and separate place.
Karla Campos
Finance
Department Head Signature
Print Name
Department
William H. Ihrke
City Attorney Signature
Print Name
ate
RECORDS TO BE DESTROYED:
UFFS# and TITLE or
DESCRIPTION OF RECORD TYPE
FORMAT
RECORD DATES
E-IMAGE REQUIRED
EXIST? TOTAL
RETENTION
412.01 Accounts Payables A-B
412.01 Accounts Payables W-Z
412.01 Accounts Payables A-B
412.01 Accounts Payables CVWD-D
412.01 Accounts Payables C
412.01 Accounts Payables CO-D
412.01 Accounts Payables C-CVWD
412.01 Accounts Payables E-HI
412.01 Accounts Payables E-H
-L
412.01 Accounts Payables HO-IMP
o
P/S
FY 09/10
FY 08/09
NO
NO
Until audited
+ 7 years
Until audited
+ 7 years
0
P/S
0
P/S
FY 09/10 NO Until audited
+ 7 years
FY 08/09 NO Until audited
+ 7 years
FY 09/10 NO Until audited
_ + 7 years
FY 09/10 NO Until audited
+ 7 years
FY 08/09 NO Until audited
+ 7_years
FY 09/10 NO Until audited
+ 7 years
FY 08/09 NO Until audited
+ 7 years
FY 09/10 NO Until audited
+ 7 years
FY 08/09 NO Until audited
+ 7 years
FY 09/10 NO Until audited
+ 7 FY 08/09 NO Until audited years
+ 7 years
FY 08/09 NO I Until audited
+ 7 years
o
P/S
0
P/S
o
P/S
o
P/S
o
P/S
0 P/S
—[
o
P/S
412.01 Accounts Payables HI-IMP
0
P/S
412.01 Accounts Payables F-LA
0
P/S
412.01 Accounts Payables IMP-LO
o
P/S
412.01 Accounts Payables LO-N
o
P/S
I certify that the records described above and approved for destruction were o recycledA shredded on as
prescribed by la .
Susan Maysels City Clerk
Ci Clerk or eputy Ci VTlerk Signature Print Name Title
Type: Original Documents = 0 Format: Paper records to be shreded = P/S
Copies = C Paper records to be recycled = P/R
Electronic document to be deleted = E
CD, DVD, Tape to be destroyed = CDT