FY2023-03B Amending The Finance Department Records Retention Schedule And Central Filing System1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40
41
42
43
44
45
46
47
KODIAK ISLAND BOROUGH
RESOLUTION NO. FY2023-03B
A RESOLUTION OF THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH AMENDING THE
KODIAK ISLAND BOROUGH RECORDS RETENTION SCHEDULE AND CENTRAL FILING
SYSTEM TO REFLECT AMENDMENTS TO THE FINANCE DEPARTMENT RECORDS
SERIES
WHEREAS, Kodiak Island Borough Code 2.40.120 provides for a records management
program creation and administration; and
WHEREAS, staff determined the need to revise the current retention schedule to comply with
and consider recent and existing laws and regulations, reflect industry best practices, update
cross referenced Borough Code sections, and to meet the present needs of the Finance
Department; and
WHEREAS, the Borough Deputy Clerk, serving as the records administrator, consulted with the
Finance Director and the Borough Attorney to finalize the proposed amendments to the Finance
Department records series; and
WHEREAS, the Assembly finds that it is in the best interests of the Kodiak Island Borough to
amend the Record Retention Schedule adopted by Resolution 1995-01, and most recently
amended by Resolution No. FY2018-26, to reflect changes in Borough operations and records
storage by the Finance Department.
NOW, THEREFORE, BE IT RESOLVED BY THE ASSEMBLY OF THE KODIAK ISLAND
BOROUGH that the Borough Assembly adopts Exhibit "B" which reflects revisions to the Finance
Department records series and incorporates Exhibit B in the Records Retention Scheduled to
replace the prior Finance Department records series retention schedule. The remainder of the
Borough Records Retention Schedule, as approved up through Resolution No. FY2018-26,
remains unchanged.
ADOPTED BY THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH
THIS TWENTY FIRST DAY OF MARCH, 2024
KODIAK ISLAND BOROUGH
A'
Scott Arndt, Borough Mayor
VOTES:
Ayes: Griffin, Smiley, Whiteside, and Ames
Absent: LeDoux, Sharratt, and Turner
Resolution No. FY2023-03B
M. Javier, MMC, Bdrouqh Clerk
Page 1 of 1
EXHIBIT B
SERIES
RECORD SERIES TITLE & DESCRIPTION
RETENTION
FORMAT
DISPOSITION
& REMARKS
FI -01
ACCOUNTING REPORTSIACCOUNTS PAYABLE - CPO REPORTS
ONSITE:3 YEARS
PAPER
XREF:
Annual report of cash receipts -detailed register, cash in bank report, revenue report, detailed
CENTER: PERMANENT
KIBC 3.16
statement of expenditures, summary of expenditures - specify fund.
TOTAL: PERMANENT
FI -02
GENERAL CORRESPONDENCE
ONSITE: 3 YEARS
PAPER
Original incoming and copies of outgoing letters and memoranda related to the general
CENTER: 0
administration and operation of the agency. Includes the following types of correspondence:
TOTAL: 3 YEARS
intra/inter-departmental, legislative, professional association, steering committees, and public.
FI -03
BUDGET PROCESSING
ONSITE: 3 YEARS
PAPER
EF:
Budget worksheet - revenue, budget worksheet -expenditure, current budget -revenue, current
CENTER:O
BC 3.01.02
budget expenditure. Development of Department operating and capital budgets prior to
TOTAL: 3 YEARS
c
presentation to local governing body. Includes budget instructions, submissions, backup
documentation, cost allocations, annual estimates of revenue and amendments.
(Final approved budgets and amendments are retained permanently)
(IAW Alaska State archives guidelines.)
FI -04
GENERAL LEDGER -CPO REPORTS ACCOUNTING REPORTS
ONSITE: 1 YEAR
PAPER
XREF:
Year-to-date general ledger activity report, balance sheet activity report, balance sheet - regular
CENTER: PERMANENT
KIBC 3.10
paper system initiated in 1979.
TOTAL: PERMANENT
FI -05
SHORT REPORTS- CPO REPORTS
ONSITE: 1 YEAR
PAPER
XREF:
CPO reports not named elsewhere in the schedule generated for temporary internal use. These
CENTER: 1 YEAR
KIBC 3.08
records have no retention value.
TOTAL: 2 YEARS
FI -06
JOURNAL VOUCHERS - ACCOUNTING REPORTS
ONSITE: 2 YEARS
PAPER
XREF:
CENTER: 5 YEARS
KIBC 3.00
TOTAL: 7 YEARS
FI -07
PROPERTY TAX ACCOUNTING
ONSITE: 1 YEAR
PAPER
XREF:
Tax billing, payments, adjustments, and interest and penalties calculations. Monthly reports.
CENTER: 6 YEARS
KIBC 3.20
Amended/Deleted by R1995 -01C
TOTAL:7 YEARS
1
L
FI -08
PROPERTY TAX—CPO REPORTS;
PAPER
AmendedlDeleted by R1995 -01C.
FI -09
PROPERTY TAX -TAX FORECLOSURE
ONSITE:1 YEAR
PAPER
XREF:
Documents foreclosures and includes delinquency reports, billings, petition of judgment, certified
CENTER:9 YEARS
KIBC 3.20
mailings, final judgments and certificates of redemption. AmendedlDeleted by R1995 -01C
TOTAL: 10 YEARS
FI -10
PROPERTY TAX— CPO REPORTS; MOTGATE HOLDERS LIST;
PAPER
AmendedlDeleted by R1995 -01C.
FI -11
UTILITY MONTHLY REPORTS
PAPER
Deleted by R2023 -03B.
FI -12
UTILITY MONTHLY REPORTS; DUPLICATE OF FI -111;
PAPER
AmendedlDeleted by R1995-01.
FI -13
ACCOUNTS PAYABLE
ONSITE: 2 YEARS
PAPER
XREF:
Copies of invoices, checks issued and requests for payment.
CENTER: 5 YEARS
KIBC 3.16
TOTAL: 7 YEARS
FI -14
ACCOUNTS RECEIVABLE - CASH RECEIPTS
ONSITE: 1 YEAR
PAPER
XREF:
Second copy of cash receipts filed. Filed in folders by month.
CENTER: 6 YEARS
KIBC 3.10
TOTAL: 7 YEARS
FI -15
DAILY RECEIPT RECORDS
ONSITE:2 YEARS
PAPER
XREF:
Cash receipts filed in daily business envelope w/bank deposit slips remit advice portion of checks,
CENTER: 5 YEARS
KIBC 3.10
utility bills receipts, mortgage payments received and imported and printout of tax payments.
TOTAL: 7 YEARS
FI -16
ANNUAL EXTERNAL AUDITS
ONSITE: 2 YEARS
PAPER
XREF:
Audits of Borough financial administration and related financial receipts.
CENTER: PERMANENT
KIBC 3.04
Archival and historically valuable. From BC -07.
TOTAL: PERMANENT
FI -17
ANNUAL BUDGET
ONSITE: 2 YEARS
PAPER
Laserfiche
XREF:
Copy of budget approved by Borough Assembly. Reference copies to Borough Clerk. From BC -10.
CENTER: PERMANENT
ELECTRONIC
KIBC 3.08
TOTAL: PERMANENT
FI -18
BANK DEPOSIT BOOKS; CONTAINED IN FI -19;
PAPER
Amended/Deleted by R1995-01.
FI -19
BANK RECONCILIATION STATEMENTS
ONSITE: 2 YEARS
PAPER
XREF:
Statements of account activity, reconciliation, and creditldebit notices.
CENTER: 5 YEARS
KIBC 3.10
TOTAL: 7 YEARS
FI -20
BUDGET WORK SHEETS; DUPLICATE OF FI -03;
PAPER
Amended/Deleted by R1995-01.
%A
r
FI -21
CANCELED CHECKS
PAPER
Deleted by R2023 -03B.
FI -22
EMPLOYEE CASE FILES
ONSITE: 1 YEAR
PAPER
CONFIDENTIAL
XREF:
Completed health and life insurance forms, duplicate of personnel actions and cafeteria plan
CENTER: 6 YEARS
KIBC 2.12
records (pre-tax deductions). Retention time begins with employee termination.
TOTAL: 7 YEARS
FI -23
FEDERAL DEPOSIT TAX STUBS
ONSITE: 1 YEAR
PAPER
XREF:
Semi-monthly, quarterly, and annual reports of payroll taxes withheld and paid to Federal
CENTER: 6 YEARS
KIBC 2.12
government.
TOTAL: 7 YEARS
FI -24
FIXED ASSETS INVENTORY
ONSITE: 1 YEAR
PAPER
XREF:
Listing of all real and property valued in excess of $500.
CENTER: PERMANENT
KIBC 3.04
Updated on ongoing basis. Retain yearend report.
TOTAL: PERMANENT
FI -25
GENERAL LEDGER ACCOUNTING REPORTS
ONSITE: 3 YEARS
PAPER
XREF:
Ledger containing accounting of all financial transactions for fiscal year.
CENTER: PERMANENT
KIBC 3.10
Transferred to CPO reports in 1979. CPO FepOAS GenveFted tO FAiMIGRA for Permanent and a# site
storage.
TOTAL: PERMANENT
FI -26
INSURANCE POLICIES
ONSITE: 1 YEAR
PAPER
Laserfiche
XREF:
Record copies of Borough liability and othertypes of insurance policies held by the Borough.
CENTER: PERMANENT
ELECTRONIC
_ BC 2.12
Retention begins at expiration of policy. Current policies are in finance safe.
TOTAL: PERMANENT
k.27
PAYROLL BACKUP RECORDS
ONSITE: 1 YEAR
PAPER
2EF:
Time sheets and vacation/sick leave slips. IAW Alaska Statutes.
CENTER: 2 YEARS
KIBC 2.12
TOTAL: 3 YEARS
FI -28
PURCHASE ORDERS
ONSITE: 2 YEARS
PAPER
XREF:
Record of purchases made using purchase order process.
CENTER: 5 YEARS
KIBC 3.16
TOTAL: 7 YEARS
FI -29
FEDERAL AND STATE EMPLOYMENT TAXES
ONSITE: 1 YEAR
PAPER
CONFIDENTIAL
XREF:
Statements of employee earnings - W -2's; W4's; FICA; PERS; 1096's, 1098's; and 1099's.
CENTER: 6 YEARS
KIBC 2.12
(LAW Alaska Guidelines.)
TOTAL: 7 YEARS
FI -30
PAYROLL ACCOUNTING REPORTS—CPO REPORT
ONSITE: t YEAR
PAPER
XREF:
Shows gross earnings, deductions, and net pay to each employee.
CENTER: 49 YEARS
KIBC 3.01
(LAW Alaska Statutes)
TOTAL: 50 YEARS
FI -31
BONDS - INVESTMENT RECORDS
ONSITE: 1 YEAR
PAPER
Laserfiche
XREF:
Transcript of proceedings of general obligation bonds.
CENTER: PERMANENT
ELECTRONIC
KIBC 3.01
Keep in original form. Archival history.
TOTAL: PERMANENT
FI -32
DEC REPORTS
ONSITE: i YEAR
PAPER
XREF:
Exxon reports/DEC
CENTER: PERMANENT
KIBC 3.12
TOTAL: PERMANENT
3
L
i
FI -33
BALER MONTHLY ACCOUNTING REPORTS
ONSITE: 1 YEAR
PAPER
XREF:
Invoice reports; invoice copies; aging report; and copy of bills.
CENTER: 6 YEARS
KIBC 8.20
TOTAL: 7 YEARS
FI -34
SANITATION MONTHLY ACCOUNTING REPORTS
PAPER
Deleted by R2023 -03B.
FI -35
HOSPITAL ACCOUNTING RECORDS
PAPER
Deleted by R2023 -03B.
FI -36
FUND INVESTMENT RECORDS
ONSITE: 2 YEARS
PAPER
XREF:
Includes buy/sell orders; confirmations; safekeeping advice and ledgers.
CENTER: 5 YEARS
KIBC 3.01
1
TOTAL: 7 YEARS
FI -37
GRANT FILES
ONSITE:2 YEARS
PAPER
XREF:
Oficial documents for receipt of grant funds from either State or Federal agencies. Combine with
CENTER: 5 YEARS
CONFIDENTIAL
KIBC 3.01
departments grant files for records center retention. All grant related documents are retained fora
TOTAL: 7 YEARS
total of 7 years after the closing of the grant, or for the period stated within the grant agreement,
whichever is longer.
'Before destruction, review any records related to State or Federal Capital Grants for
construction containing the obligation to repay. Any and all Grant agreements and related
records for repayment must be retained for at least the duration of the repayment obligation
eo riod•
FI -38
MENTAL HEALTH CENTER ACCOUNTING REPORTS
PAPER
Deleted by 82023-03B.
FI -09
SEVERANCE, TRANSIENT, EXCISE AND FISH TAXES
ONSITE: 2 YEARS
PAPER
CONFIDENTIAL
XREF:
Severance timber, gravel and fish, transient accommodations, and marijuana and tobacco excise
CENTER: 5 YEARS
KIBC 3.45,
tax forms filed with borough; quarterly schedules of revenues collected, and taxes remitted.
TOTAL: 7 YEARS
3.70, & 3.80
Amended by R2018-26
FI40
REQUESTS FOR PROPOSALS
ONSITE: 1 YEAR
PAPER
XREF:
Responses to request for proposals, not selected. Keep until annual audit is completed.
CENTER: NO
KIBC 3.16
TOTAL: 1 YEAR
FI41
SMALL CLAIMS LITIGATION
ONSITE:2 YEARS
PAPER
XREF:
Proceedings from small claims court on behalf of the Borough.
CENTER: 8 YEARS
KIBC 2.24
Retention begins upon settlement.
TOTAL: 10 YEARS
FI42
JE EDITS
ONSITE:1 YEAR
PAPER
XREF:
Cash receipts; check register by detail; check register by check number; manual/void checks;
CENTER: 1 YEAR
KIBC 3.10
purchase orders; invoice input edit list. Work papersfinformation for annual audit.
TOTAL: 2 YEARS
M
r
FI -03
XREF:
KIBC 3.10
SCHOOL DISTRICT ACCOUNTING RECORDS
Central treasury monthly reconciliations.
ONSITE: 1 YEAR
CENTER: 6 YEARS
TOTAL: 7 YEARS
PAPER
Laserfiche
FI44
LEGAL CORRESPONDENCE
ONSITE: INDEFINITE
PAPER
CONFIDENTIAL
XREF:
Correspondence regarding collections, etc. Note FI41, OM -04 and BC -26 for archival storage.
CENTER: NO
KIBC 2.24
total amounts due, and dates.
TOTAL: INDEFINITE
FI45
LAND SALE PAYMENTS
ONSITE: 1 YEAR
PAPER
XREF:
Content summary:
CENTER:6 YEARS
KIBC 3.04.055
Amended/Deleted by R1995 -01A
TOTAL: 7 YEARS
XREF: Marijuana license applications and back-up information. This series includes the name and address CENTER: 0
KIBC 5.02 of licensee, documentation relating to the type of business to be conducted, the address at which TOTAL: 6 YEARS
SR 14.1 the business is conducted, the license number, and the year for which the license is issued.
Note: The documentation for the State licensing process for marijuana businesses are fled in the
Clerk's Office in Series BC43.
rl ar MEDICAL HISTORY EMPLOYEE MEDICAL RECORDS I WORKMAN'S COMPENSATION FILES ONSITE: PERMANENT PAPER
XREF: Medical history of each Borough employee including on-the-job accident or illnesstmedical reports, CENTER: 0
"BC 2.15 lost time documentation. May also include correspondence to/from claims adjusters, private TOTAL: PERMANENT
41101 attorneys, accident reports and payment orders.
-;40.25.120 Previous Series PE -05 PERSONNEL JACKETS, MEDICAL HISTORY
zs Added by: R2018-26
FIAB TRAVEL ACCOUNTING ONSITE: 3YEARS PAPER
XREF: Travel Authorizations and backup documentation for all Borough -related travel. CENTER: 0
KIBC: Added by: R2018-26 I TOTAL: 3 YEARS
FIA9
XREF:
KIBC:
POPULAR REPORT
Annual financial report distributed to general population.
Added by: R2018-26
ONSITE: 1 YEAR
CENTER: PERMANENT
TOTAL: PERMANENT
PAPER
ELECTRONIC
Laserfiche
XREF:
FI -50
TAX LEVY PROCESS
ONSITE: 3 YEARS
PAPER
XREF:
Lists or other data of real property assessed for taxes, showing taxpayer name and address, parcel
CENTER: 3 YEARS
KIBC
number, location and legal description of property, number of acres, value, assessed valuation,
TOTAL: 6 YEARS
total amounts due, and dates.
FI -51
SPECIAL TAX ASSESSMENT PROCESS
ONSITE: 3 YEARS
PAPER
XREF:
Lists or other data of real property assessed for billing and collection with any applicable records
CENTER: 3 YEARS
KIBC
showing parcel numbers, taxpayer name and address, total amount(s) due, and date(s)
TOTAL: 6 YEARS
5
L