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CC Resolution No. 10-095 Destruction of records, Code Enforcement and Finance Departments RESOLUTION 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 records 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: Wang, Wong, Chang, Mahoney, Santoro NOES: None ABSENT: None ABSTAIN: None ATTEST: APPROVED: \ City Clerk 1 Ma . r, City of Cupertino 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: 08-13-10 destroyed: destroyed: destruction: 10-095 DMS =Destruction =Microfilm =Scanning Number to be Name Subject Address Date Ranges Other Type information used for (Iron Mountain microfiche card box number) (Agreement / File number) 422370600 MASSAGE 01/01/2003 - Expired/Inactive D 05/01/2007 SOLICITOR PERMITS 422370635 CREDIT CARD See Subject for D dates STATEMENTS 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: 08-13-10 destroyed: destroyed: destruction: 10-095 DMS =Destruction =Microfilm =Scanning Number to be Name Subject Address Date Ranges Other Type information used for (Iron Mountain microfiche card box number) (Agreement / File number) POSTING 03/31/2005 191048439 CASH 04/01/2005 - D 06/30/2005 RECEIPTS & POSTINGS 191048458 CASE FILES 2004 D 191048496 JOURNAL See subject for D dates ENTRIES FY 03/04 BANK RECEIPTS FY 03/04 STREET REPORTS FY 97-00 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: 08-13-10 destroyed: destroyed: destruction: 10-095 DMS =Destruction =Microfilm =Scanning Number to be Name Subject Address Date Ranges Other Type information used for (Iron Mountain microfiche card box number) (Agreement / File number) 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 12/31/2003 REPORTS PAYROLL CHANGES PERS/LEAVE 217605128 PAYROLL 01/01/2003 - D 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: 08-13-10 destroyed: destroyed: destruction: 10-095 DMS =Destruction =Microfilm =Scanning Number to be Name Subject Address Date Ranges Other Type information used for (Iron Mountain microfiche card box number) (Agreement / File number) 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 06/30/2002 PAYABLE FILES L-MN 217605104 ACCOUNTS 07/01/2001 - D PAYABLE 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: 08-13-10 destroyed: destroyed: destruction: 10-095 DMS =Destruction =Microfilm =Scanning Number to be Name Subject Address Date Ranges Other Type information used for (Iron Mountain microfiche card box number) (Agreement / File number) FILES E-F 06/30/2002 217605108 ACCOUNTS 07/01/2001 - D 06/30/2002 PAYABLE FILES MO-OP 217605109 ACCOUNTS 07/01/2001 - D 06/30/2002 PAYABLE FILES Q-P 217605101 ACCOUNTS 07/01/2001 - D 06/30/2002 PAYABLE A MISC-AZ CHECKS W/BACKUP 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: 08-13-10 destroyed: destroyed: destruction: 10-095 DMS =Destruction =Microfilm =Scanning Number to be Name Subject Address Date Ranges Other Type information used for (Iron Mountain microfiche card box number) (Agreement / File number) 217605102 ACCOUNTS 07/01/2001 - D 06/30/2002 PAYABLE B- CE 217605105 ACCOUNTS 07/01/2001 - D 06/30/2002 PAYABLE FILES G-HO 217605103 ACCOUNTS 07/01/2001 - D 06/30/2002 PAYABLE FILES CF-D 217605106 ACCOUNTS 07/01/2001 - D 06/30/2002 PAYABLE FILES HP-K 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: 08-13-10 destroyed: destroyed: destruction: 10-095 DMS =Destruction =Microfilm =Scanning Number to be Name Subject Address Date Ranges Other Type information used for (Iron Mountain microfiche card box number) (Agreement / File number) 217605110 ACCOUNTS 07/01/2001 - D 06/30/2002 PAYABLE FILES Q- SANTA 217605112 ACCOUNTS 07/01/2001 - D 06/30/2002 PAYABLE FILES TARGET CONT'D- VERIZON 217605111 ACCOUNTS 07/01/2001 - D 06/30/2002 PAYABLE FILES SAO- TARGET 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: 08-13-10 destroyed: destroyed: destruction: 10-095 DMS =Destruction =Microfilm =Scanning Number to be Name Subject Address Date Ranges Other Type information used for (Iron Mountain microfiche card box number) (Agreement / File number) 217605117 ACCOUNTS 07/01/2001 - D 06/30/2002 PAYABLE FILES PETTY CASH 217605115 ACCOUNTS 07/01/2001 - D 06/30/2002 PAYABLE FILES PG&E & SAN JOSE WATER 217605116 ACCOUNTS 07/01/2001 - D 06/30/2002 PAYABLE FILES PACIFIC BELL 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: 08-13-10 destroyed: destroyed: destruction: 10-095 DMS =Destruction =Microfilm =Scanning Number to be Name Subject Address Date Ranges Other Type information used for (Iron Mountain microfiche card box number) (Agreement / File number) 217605114 ACCOUNTS 07/01/2001 - D 06/30/2002 PAYABLE FILES VI-Z & CHECK REG. RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk@cupertino.org File name or Box number: April Iron Mountain Destroyed Scanned Microfilmed Resolution Date records Date: Date paper Date: Date paper authorizing destroyed: 8-13-10 destroyed: destroyed: destruction: 10-095 DMS =Destruction =Microfilm =Scanning Number to be Name Subject Address Date Ranges Other Type information used for Iron Mountain microfiche card Box Number 191048454 1-EXC-83 ALL 1983 M GPA AND TM- 83 1-U-83 TO 11-U-83 191048462 15-EA-83 3-U- 1983 M 83 TO 4-U-83 V-83 Z-83 191048455 1-GPA- 1980, 1983 AND M 1988 APPENDICES 12-U-83 TO 20- U-83 16-TM-88 TO 20_TM-88 11-U-88 TO 24- U-88 RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk@cupertino.org File name or Box number: April Iron Mountain Destroyed Scanned Microfilmed Resolution Date records Date: Date paper Date: Date paper authorizing destroyed: 8-13-10 destroyed: destroyed: destruction: 10-095 DMS =Destruction =Microfilm =Scanning Number to be Name Subject Address Date Ranges Other Type information used for Iron Mountain microfiche card Box Number 191048464 41-U-87 TO 55- 1987 AND 1988 M U-87 ALL V-Z- 87 24-EA-88 40- EA-88 42-EA-88 ALL EXC AND GPA -88 1-TM- 88 TO 15-TM- 88 191048457 21-U-81 TO 30- 1981 AND 1982 M U-81 ALL V-81 1-U-82 TO 10- U-82 1-TM-82 TO 14-TM-82 191048384 16-U-85 TO 50- 01/01/1985 - M U-85 1-Z-85 TO RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk@cupertino.org File name or Box number: April Iron Mountain Destroyed Scanned Microfilmed Resolution Date records Date: Date paper Date: Date paper authorizing destroyed: 8-13-10 destroyed: destroyed: destruction: 10-095 DMS =Destruction =Microfilm =Scanning Number to be Name Subject Address Date Ranges Other Type information used for Iron Mountain microfiche card Box Number 15-Z-85 12/31/1985 191048463 GPA-87 1-M-87 1986 & 1987 M TO 9-M-87 1- TM-87 TO 28- TM-87 9-EA-97 1-EXC-87 TO 4- EXC-87 1-U-87 TO 40-U-87 191048471 16-Z-85 TO 27- 1985 AND 1986 M Z-85 1-TM-85 TO 21-TM-86 1- U-86 TO 36-U- 86 191048467 1-GPA-80 1980 M RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk@cupertino.org File name or Box number: April Iron Mountain Destroyed Scanned Microfilmed Resolution Date records Date: Date paper Date: Date paper authorizing destroyed: 8-13-10 destroyed: destroyed: destruction: 10-095 DMS =Destruction =Microfilm =Scanning Number to be Name Subject Address Date Ranges Other Type information used for Iron Mountain microfiche card Box Number (FILES 10 TO 13) 2-GPA-80 1- TM-80 TO 25- TM-80 191048466 1-U-80 TO 33- 1980 M U-80 ALL V-80 1-Z-80 TO 15-Z- 80 191048461 47-EA-84 1- 1984 AND 1985 M EXC-84 1-TM- 84 TO 4-TM-84 15-TM-84 1-U- 85 TO 15-U-85 1-U-84 TO 31- U-84 GPA-84 Z- RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk@cupertino.org File name or Box number: April Iron Mountain Destroyed Scanned Microfilmed Resolution Date records Date: Date paper Date: Date paper authorizing destroyed: 8-13-10 destroyed: destroyed: destruction: 10-095 DMS =Destruction =Microfilm =Scanning Number to be Name Subject Address Date Ranges Other Type information used for Iron Mountain microfiche card Box Number 84 1-TM-85 TO 30-TM-85 191048456 16-Z-80 TO 50- 1980 AND 1981 M Z-80 1-TM-81 TO 15-TM-81 1- CDPR3-81 1- EIR-81 TO 2- EIR-81 51-EA- 81 57-EA-81 191048453 18-TM-81 TO 1981 M 23-TM-81 1-U- 81 TO 20-U-81 191048468 64-EA-80 1- 1980 M GPA-80 (FILES RECORDS INVENTORY FOR DESTRUCTION, MICROFILMING, OR SCANNING Email completed form to cityclerk@cupertino.org File name or Box number: April Iron Mountain Destroyed Scanned Microfilmed Resolution Date records Date: Date paper Date: Date paper authorizing destroyed: 8-13-10 destroyed: destroyed: destruction: 10-095 DMS =Destruction =Microfilm =Scanning Number to be Name Subject Address Date Ranges Other Type information used for Iron Mountain microfiche card Box Number 1 TO 9) 191048465 11-U-82 TO 19- 1982 M U-82 ALL V AND Z-82