FY2016-12 Authorizing the Records Manager to Dispose of Certain Kodiak Island Borough RecordsIntroduced by: Borough Clerk
Requested by: Borough Clerk
Drafted by: Records Administrator
Introduced: 10/15/2015
Adopted: 10/15/2015
1 KODIAK ISLAND BOROUGH
2 RESOLUTION NO. FY2016-12
3
4 A RESOLUTION OF THE KODIAK ISLAND BOROUGH ASSEMBLY
5 AUTHORIZING THE RECORDS MANAGER TO DISPOSE OF
6 CERTAIN KODIAK ISLAND BOROUGH RECORDS
7
8 WHEREAS, Resolution No. 95-01 and amendments provide the minimum retention
9 requirements for specific records; and
10
11 WHEREAS, the department directors have reviewed and approved the destruction of the
12 specific records attached to this resolution and they were also signed off by the Borough
13 Attorney; and
14
15 WHEREAS, Kodiak Island Borough Code 2.40.160(B) provides for the Assembly to
16 authorize by Resolution the disposal of the records to be destroyed; and
17
18 WHEREAS, Series EF-08 Solid Waste Management Scale Reports will be destroyed upon
19 verification that the electronic data can be successfully retracted from the AS400 Software;
20 and
21
22 NOW, THEREFORE, BE IT ORDAINED BY THE ASSEMBLY OF THE KODIAK ISLAND
23 BOROUGH THAT:
24
25 Section 1: The attached lists of records are not of a historical, legal, nor administrative
26 value and have met the minimum retention requirements.
27
28 Section 2: These records may be destroyed as provided by Kodiak Island Borough
29 Code 2.40.160.
30
31 ADOPTED BY THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH
32 THIS FIFTEENTH DAY OF OCTOBER, 2015
33
34
35
36
37
38 EST:
39
404M,4 ' AAe�
41 Nova M. Javier, MMC, Bo ough Clerk
Friend',
Kodiak Island Borough, Alaska Resolution No. FY2016-12
Page 1 of 1
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AO-09
1989-
Reading File Y
Correspondence generated in office, filed in
Records Room
1992
chronological order, including copies of
Bookshelf
assessment notices sent. HELD DURING
EVOS-RELEASED FOR DISPOSAL
AO-09
1989-
Reading File
Correspondence generated in office, filed in
Records Room
1992
chronological order, including copies of
Bookshelf
assessment notices sent. HELD DURING
EVOS-RELEASED FOR DISPOSAL
AO-09
1978-
Reading File
Correspondence generated in office, filed in
Records Room
1980
chronological order, including copies of
Bookshelf
assessment notices sent. HELD DURING
EVOS-RELEASED FOR DISPOSAL
DC-01
2008
Parent Files
Childcare family eligibility files.
H-7-13
CONFIDENTIAL
DC-01
2008
Parent Files
Childcare family eligibility files.
H-1-14
CNFIDENTIAL
DC-01
2008
Parent Files
Childcare family eligibility files.
H-1-13
CNFIDENTIAL
DC-01
2008
Parent Files
Childcare family eligibility files.
J-5-01
CNFIDENTIAL
DC-01
2008
Parent Files
Childcare family eligibility files.
J-7-02
CNFIDENTIAL
DC-08
2008
Provider Files
Provider information.
H-1-13
BC-01
2012
General Correspondence
Assembly and Clerk's office incoming and
Clerk's Office
outgoing correspondence of a general nature.
BC-09
2013
Borough Boards, Committees,
General information and applicants.
Records Room
and Commissions
Bookshelf
BC-31
2013
Emergency Services Council
Copies of ESC minutes, findings, and council
Records Room
members' correspondence.
Bookshelf
BC-46
2014
Plat Log
Plat log backup documentation.
Records Room
Bookshelf
BC-61
2012
Travel Accounting
Documentation for travel for Mayor, Assembly,
Records Room
and Clerk's Office staff.
Bookshelf
EL-01
2014
Voted Ballots
ma's
Election voter applications. Municipal election —
Records Room
October 2014.
Bookshelf
EL-04
2011
Election Registers and Tally
Precinct, final voting, questioned, personal rep
Records Room
Books
and absentee registers - October 2010.
Bookshelf
EL-07
2011
Declaration of Candidacy
Declarations executed under oath — October
Records Room
2010.
Bookshelf
EL-08
2009
Financial Disclosure ;
APOC financial disclosure reports
Records Room
Statements
Bookshelf
EL-11
2011
Candidate Lists
Lists of candidates — October 2010.
Records Room
Bookshelf
EL-13
2011
Election Official's Records
Recruitment materials, interest letters, training
Records Room
notes, etc. — October 2010.
Bookshelf
EL-15
2009
Campaign Disclosure
Municipal reporting to APOC for information
E-3-06
campaign — October 2008.
AYOR -P]Uhqw7u Ofec v
t i -4'71
SERIES
F
LC ON
MA-01
2005 Mayor's Reading Files Copies of outgoing letters and memoranda
E-1-07
arranged by date.
M4 or-to-1 UTT
ERIES
ECOIN
COMMENTS
OM_(1
1987-
Mayor's Administrative Files
Correspondence, reports, and information
1-7-02
1990
related to the functional departments of the
Borough. HELD DURING EVOS-RELEASED
FOR DISPOSAL
OM-01
1986-
Mayor's Administrative Files
Correspondence, reports, and information
1-6-02
1990
related to the functional departments of the
Borough. HELD DURING EVOS-RELEASED
FOR DISPOSAL
OM-01
1960-
Mayor's Administrative Files
Correspondence, reports, and information
1-6-01
1990
related to the functional departments of the
Borough. HELD DURING EVOS-RELEASED
FOR DISPOSAL
OM-01
1986-
Mayor's Administrative Files
Correspondence, reports, and information
1-5-01
1990
related to the functional departments of the
Borough. HELD DURING EVOS-RELEASED
FOR DISPOSAL
OM-01
1987-
Mayor's Administrative Files
Correspondence, reports, and information
1-5-02
1991
related to the functional departments of the
Borough. HELD DURING EVOS-RELEASED
FOR DISPOSAL
OM-01
1991-
Mayor's Administrative Files
Correspondence, reports, and information
1-2-02
1995
related to the functional departments of the
Borough. HELD DURING EVOS-RELEASED
FOR DISPOSAL
OM-01
1989-
Mayor's Administrative Files
Correspondence, reports, and information
1-2-03
1990
related to the functional departments of the
Borough. HELD DURING EVOS-RELEASED
FOR DISPOSAL
OM-01
1991
Mayor's Administrative Files
Correspondence, reports, and information
1-2-04
related to the functional departments of the
Borough. HELD DURING EVOS-RELEASED
FOR DISPOSAL
OM-01
1995
Mayor's Administrative Files
Airport Study Brochures
1-1-06
OM-01
1993-
Mayor's Administrative Files
Travel and conference information. HELD
Records Room
1995
DURING EVOS-RELEASED FOR DISPOSAL
Bookshelf
OM-04
1989-
Litigation Case Files
Document civil action by or against the Borough.
Records Room
1994
HELD DURING EVOS-RELEASED FOR
Bookshelf
DISPOSAL
ERi a
l "6w
FI-06
2006
- -
Journal Vouchers- Accounting Accounting Reports A-1-20
Reports
FI-06
2007
Journal Vouchers- Accounting
Accounting Reports
A-3-16
Reports
FI-06
2007
Journal Vouchers- Accounting
Accounting Reports
B-2-02
Reports
FI-06
2008
Journal Vouchers- Accounting
Accounting Reports
A-6-14
Reports
FI-06
2008
Journal Vouchers -Accounting Reports
Accounting Reports
A-6-16
FI-07
2008
Property Tax Accounting
Tax billing, payments, adjustments,
B-7-03
and interest and penalties calculations.
Monthly reports.
FI-09
2005
Property Tax — Tax Foreclosure
Monthly reports
A-6-02
FI-09
2005
Property Tax — Tax Foreclosure
Monthly reports
A-7-15
FI-11
2008
Utility Bills
Reconciliation of residential garbage
B-4-03
accounts
FI-13
2007
Accounts Payable
Copies of invoices, checks issued and
B-2-01
requests for payment.
FI-13
2005
Accounts Payable
Copies of invoices, checks issued and
A-3-09
requests for payment.
FI-13
2007
Accounts Payable
Copies of invoices, checks issued and
B-1-02
requests for payment.
FI-13
2005
Accounts Payable
Copies of invoices, checks issued and
A-3-10
requests for payment.
FI-13
2008
Accounts Payable
Copies of invoices, checks issued and
B-5-06
requests for payment.
FI-13
2007
Accounts Payable
Copies of invoices, checks issued and
B-3-01
requests for payment.
FI-13
2008
Accounts Payable
Copies of invoices, checks issued and
B-6-04
requests for payment.
FI-13
2005
Accounts Payable
Copies of invoices, checks issued and
A-2-08
requests for payment.
FI-13
1989-
Accounts Payable
Copies of invoices, checks issued and
1-5-03
1990
requests for payment. HELD DURING
EVOS-RELEASED FOR DISPOSAL
FI-37
1989-
Grant Files
Official documents for receipt of grant
1-4-03
1990
funds from either State or Federal
agencies. HELD DURING
EVOS-RELEASED FOR DISPOSAL
FI-37
1989-
Grant Files
Official documents for receipt of grant
1-4-04
1990
funds from either State or Federal
agencies. HELD DURING
EVOS-RELEASED FOR DISPOSAL
FI-38
1989-
Mental Health Center A/R
Accounts receivable reconciliation and
1-7-03
1993
collections CONFIDENTIAL.
HELD DURING EVOS-RELEASED
FOR DISPOSAL
FI-39
1989-
Severance Taxes
Severance tax forms filed with the
1-7-03
1993
Borough. Copies only. HELD DURING
EVOS-RELEASED FOR DISPOSAL
FI-42
2012
JE Edits
Check copies, register copies, working
Records Room
papers for annual audit
Bookshelf
Cj
FI-42
2008
JE Edits
Check copies, register copies, working
B-3-04
papers for annual audit
FI-42
2013
JE Edits
Check copies, register copies, working
Records Room
papers for annual audit
Bookshelf
FI-42
2011
JE Edits
Check copies, register copies, working
Records Room
papers for annual audit
Bookshelf
FI-42
2011
JE Edits
Check copies, register copies, working
Records Room
papers for annual audit
Bookshelf
MG-18 2008 Non -Profit Organization Files related to the administration of Borough 1-2-01
appropriations to local non-profit
organizations.