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10. Records destructionRESOLUTION NO. 10 -095 A RESOLUTION OF THE CUPERTINO CITY COUNCIL APPROVING DESTRUCTION OF CERTAIN RECORDS (CODE ENFORCEMENT AND FINANCE DEPARTMENTS) WHEREAS, the City Council did by adoption of Resolution Nos. 8894 and 02- 037 establish rules and regulations for records retention and destruction; and WHEREAS, it has been determined that certain records in excess of two years old no longer contain data of any historical or administrative significance; and WHEREAS, the departmental request :For permission to destroy all said records in excess of two years old has been approved by the City Clerk and the City Attorney pursuant to Resolution Nos. 8894 and 02 -037; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Cupertino authorizes destruction of the record.; specified in the schedule attached hereto. PASSED AND ADOPTED at a regular meeting of the City Council of the City of Cupertino this 18th day of May 2010, by the following vote: Vote Members of the City Council AYES: NOES: ABSENT: ABSTAIN: ATTEST: APPROVED: City Clerk Mayor, City of Cupertino 10 -1 RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk@cupertino.org File name or Box number: Iron Mountain Destroyed Scanned Microfilmed Resolution Date records Date: Date paper F Date paper authorizing destroyed: information destroyed: destroyed: destruction: PERMITS D= Destruction M= Microfilm S= Scanning Number to be Name Subject Address Date Ranges Other Type used for SOLICITOR information 05/01/2007 microfiche card (Iron Mountain PERMITS box number) (Agreement / CREDIT CARD See Subject for D File number) 422370600 MASSAGE 01/01/2003 - Expired/Inactive D SOLICITOR 05/01/2007 PERMITS 422370635 CREDIT CARD See Subject for D STATEMENTS dates FY 04/05 DATA TICKETS FY 03/04 CHARGE SLIPS 07/04- 08/04 191048440 CHARGE 09/01/2004 - D SLIPS 9/04 -6/05 06/30/2005 422370634 CASH 01/01/2005 - D RECEIPTS & RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk@cupertino.org File name or Box number: Iron Mountain Destroyed Scanned Microfilmed Resolution Date records Date: Date paper Date: Date paper authorizing destroyed: destroyed: 04/01/2005 - destroyed: destruction: microfiche card (Iron Mountain RECEIPTS & D= Destruction M= Microf lm S= Scanning Number to be Name Subject Address Date Ranges Other Type used for 191048439 CASH 04/01/2005 - information D microfiche card (Iron Mountain RECEIPTS & 06/30/2005 box number) POSTINGS (Agreement / 191048458 CASE FILES 2004 File number) D POSTING 03/31/2005 191048439 CASH 04/01/2005 - D RECEIPTS & 06/30/2005 POSTINGS 191048458 CASE FILES 2004 D 191048496 JOURNAL See subject for D ENTRIES FY dates 03/04 BANK RECEIPTS FY 03/04 STREET REPORTS FY 97 -00 RECORDS IlWENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to ei!yclerk@cLipertino.org File name or Box number: Iron Mountain Destroyed Scanned Microfilmed Resolution Date records Date: Date paper Date: Date paper authorizing destroyed: 12/31/2003 destroyed: destroyed: destruction: PAYROLL 08/01/2003 - D D= Destruction M= Microfilm S= Scanninp- Number to be Name Subject Address Date Ranges Other Type used for REPORTS 12/31/2003 information microfiche card (Iron Mountain PAYROLL 08/01/2003 - D box number) REPORTS 08/31/2003 (Agreement / 217605132 PAYROLL 09/01/2003 - File number) D 217605129 PAYROLL 10/01/2003 - D REPORTS 12/31/2003 217605163 PAYROLL 08/01/2003 - D REPORTS 08/31/2003 217605132 PAYROLL 09/01/2003 - D REPORTS 10/31/2003 217605164 PAYROLL 12/01/2003 - D REPORTS 12/31/2003 PAYROLL CHANGES PERS/LEAVE 217605128 PAYROLL 01/01/2003 - D RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cily clerk@cupertino.org File name or Box number: Iron Mountain Destroyed Scanned Microfilmed Resolution Date records Date: Date paper Date: Date paper authorizing destroyed: destroyed: PAYROLL destroyed: destruction: information D microfiche card D= Destruction M= Microfilm S= Scanning Number to be Name Subject Address Date Ranges Other Type used for 217605131 PAYROLL 02/01/2003 - information D microfiche card (Iron Mountain REPORTS 04/30/2003 box number) IL� PAYROLL 06/01/2003 - (Agreement / D REPORTS L 07/31/2003 File number) --]I REPORTS 02/28/2003 217605131 PAYROLL 02/01/2003 - D REPORTS 04/30/2003 217605127 PAYROLL 06/01/2003 - D REPORTS 07/31/2003 217605130 PAYROLL 04/01/2003 - D REPORTS 06/30/2003 217605107 ACCOUNTS 07/01/2001 - D PAYABLE 06/30/2002 FILES L -MN 217605104 ACCOUNTS 07/01/2001 - D PAYABLE RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerkncupertino.org File name or Box number: Iron Mountain Dest royed Scanned Microfilmed Resolution Date records Date: Date Date: Date paper authorizing destroyed: ACCOUNTS destroyed: 07/01/2001 - destroyed: I destruction: t / PAYABLE n= T7estnnctinn M= Microfilm S= Scanning Number to be Name Subject Address Date Ranges Type used for n microfiche card (Iron Mountain ACCOUNTS LFilenumber) 07/01/2001 - box number) D t / PAYABLE FILES E -F 06/30/2002 217605108 ACCOUNTS 07/01/2001 - D PAYABLE 06/30/2002 FILES MO -OP 217605109 ACCOUNTS 07/01/2001 - D PAYABLE 06/30/2002 FILES Q -P 217605101 ACCOUNTS 07/01/2001 - D PAYABLE A 06/30/2002 MISC -AZ CHECKS W/BACKUP RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerkQcupertino.org File name or Box number: Iron Mountain Des tro ed Scanned Microfilmed Resolution Date records Date: Date paper Date: Date paper authorizing destroyed: destroyed: 13 AV A M V xz_ 1 A& 1 L 1LLl../ ♦/ destroyed: destruction: information microfiche card D= Destruction WMicrofilm S= Scanning Number to be Name Subject Address Date Ranges Other Type used for 13 AV A M V xz_ 1 A& 1 L 1LLl../ ♦/ nJ<i1ni1nr» V V/ J V/ !r V V L information microfiche card (Iron Mountain CE box number) ACCOUNTS 07/01/2001 - (Agreement / D PAYABLE 06/30/2002 File number) ----- 217605102 ACCOUNTS 07/01/2001 - D 13 AV A M V xz_ 1 A& 1 L 1LLl../ ♦/ nJ<i1ni1nr» V V/ J V/ !r V V L CE 217605105 ACCOUNTS 07/01/2001 - D PAYABLE 06/30/2002 FILES G -HO 217605103 ACCOUNTS 07/01/2001 - D PAYABLE 06/30/2002 FILES CF -D 217605106 ACCOUNTS 07/01/2001 - D PAYABLE 06/30/2002 FILES HP -K RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to ci yclerk@cppertino.org File name or Box number: Iron Mountain Destro zed Scanned Microfilmed Resolution Date records Date: Date paper F Date paper authorizing destroyed: destroyed: 07/01 /2001 - destroyed: destruction: microfiche card (Iron Mountain PAYABLE D= Destr M= Microfilm S= Scanning Number to be Name Subject Address Date Ranges Other Type used for 217605112 ACCOUNTS 07/01 /2001 - information D microfiche card (Iron Mountain PAYABLE 06/30/2002 box number) FILES TARGET (Agreement / CONT'D- File number) 217605110 ACCOUNTS PAYABLE FILES Q- SANTA 07/01/2001 - 06/30/2002 D 217605112 ACCOUNTS 07/01 /2001 - D PAYABLE 06/30/2002 FILES TARGET CONT'D- VERIZON 217605111 ACCOUNTS 07/01/2001 - D PAYABLE 06/30/2002 FILES SAO - TARGET RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk@cupertino.org File name or Box number: Iron Mountain Des tro ed Scanned Microfilmed Resolution Date records Date: Date paper Date: Date paper authorizing destroyed: destroyed: destroyed: destruction: 07/01/2001 - D= Destruction M= Microfilm S= Scanniniz Number to be Name Subject Address Date Ranges Other Type used for 217605115 ACCOUNTS 07/01/2001 - information D microfiche card (Iron Mountain PAYABLE 06/30/2002 box number) FILES PG &E & (Agreement / SAN JOSE File number) 217605117 T �vA CCOUNTS V A Q 1 A a A A A.V A-/ FILES PETTY CASH 07/01/2001 - WV/ .J V! !-1w V— I D 217605115 ACCOUNTS 07/01/2001 - D PAYABLE 06/30/2002 FILES PG &E & SAN JOSE WATER 217605116 ACCOUNTS 07/01/2001 - D PAYABLE 06/30/2002 FILES PACIFIC BELL RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk2cupertino.org File name or Box number: Iron Mountain Destroyed Scanned Microfilmed Resolution Date records Date: Date paper Date: Date paper authorizing destroyed: destroyed: destroyed: destruction: microfiche card (Iron Mountain D= Destruction M= Microfilm S= Scanning Number to be Name Subject Address Date Ranges Other Type used for information microfiche card (Iron Mountain IL. I lh� box number) !L� (Agreement / --- -1 File number) 217605114 ACCOUNTS 07/01/2001 - D PAYABLE 06/30/2002 FILES VI -Z & CHECK REG. 0 0 OFFICE OF THE CI'"Y CLERK CUPERTINO CITY HALL 10300 TORRE AVENUE - CUPERTINO, CA 95014-3255 TELEPHONE: (408) 777 -3223 • FAX: (408) 777 -3366 MEMORANDUM To: Department Heads applicable to :listed records From: Grace Schmidt, Deputy City Clerk Subject: RECORDS FOR DESTRUCTION Date: April 30, 2010 Listed on the attached sheets are records, which are in excess of two years old and can therefore be destroyed in accordance with the City's records retention schedule. Please review the list and contact me if you believe any of these files are of historical or administrative significance and should not be destroyed. If approved, a resolution authorizing destruction will be on the council agenda for May 18. City Clerk Date NO OBJECTION TO DESTRUCTION: Administrative Services Director Date po-� City orney Date Encls: Code Enforcement and Finance Iron Mountain boxes 10-11