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1975-14 Adopting A Record Retention Schedule As Authorized By The Code Of The Kodiak Island Borough Chapter 2.16 And By Ordinance Number 75-2-0.KODIAK ISLAND BOROUGH RESOLUTION NUMBER 75 -I4 -R A RESOLUTION OF THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH ADOPTING A RECORD RETENTION SCHEDULE AS AUTHORIZED BY THE CODE OF THE KODIAK ISLAND BOROUGH CHAPTER 2.16 AND BY ORDINANCE NUMBER 75 -2 -0 WHEREAS, Chapter 2.16.200 of the Code of the Kodiak Island Borough and Ordinance No. 75 -2 -0 provide that the Borough Clerk shall prepare a records retention program and a records retention schedule, and WHEREAS, pursuant to Chapter 2.16.200 of the Code of the Kodiak Island Borough and Ordinance No. 75 -2 -0 a records retention program and retention schedule has been prepared and reviewed by the Borough Attorney; NOW, THEREFORE, BE IT RESOLVED, that the following attached retention schedule is hereby adopted: PASSED AND APPROVED THIS 3rd DAY OF APRIL, 1975. Borough Clerk KODIAK ISLAND BOROUGH Acting Borough M 6r* ByPe„ . irvii Deputy Presiding Officer ;RIPTION 1. ACCOUNTING FILES a. Accounts Payable 5 years b. Accounts Receivable 5 years c. Balance Sheet 5 years d. Cost Distribution 10 years e. Cost Ledger 10 years f. Encumbrance 5 years g. Encumbrance Adjustments 5 years h. General Ledger permanent i. Invoice Files 5 years j. Journal Entry Files 5 years k. Operations Ledger 10 years 1. Petty Cash Files 5 years m. Tax Ledgers 5 years n. Request for Payment 5 years 2. BANKING FILES a. Bad Check File b. Bank Deposit c. Bank Statement Files d. Check Stub e. Deposit Check Files f. Paid Check File g. Reserve Fund Check Records h. Returned Check Register i. Savings Account Books j. Signature Card Files 3. BIDS 6 REQUISITIONS FILES a. Bids and Requisitions b. Formal Bid c. Purchase Orders d. Purchase Order Requisitions e. Quotations 4. BOND FILES a. Bond Issue Files b. Paid 6 Cancelled Bonds 8 Coupons 5. BUDGET FILES a. Audits Permanent b. Budgets 3 years c. Quarterly Reports 1st to 3rd Quarter - 1 year 4th Quarter - 3 years B. CAPITAL PROJECTS a. Budgeting b. Construction file c. Estimate Files d. Engineering 6 Architectural Service Piles e. Federal Agency Project Assistance f. Funding Files g. Plans 8 Studies h. Project Files DISPOSITION 5 years 5 years 5 years 5 years 5 years 5 years 5 years 5 years 5 years 5 years 3 years 5 years 5 years 5 years 3 years 5 years after final payment 5 years after final payment 5 years after completion 5 years after completion 5 years after completion 5 years after completion 5 years after completion 5 years after completion 5 years after completion 5 years after completion FILE DESCRIPTION IOSITION 7. CASH RECEIPT FILES a. Accounts Receivable Reconciliation b. Assessment Payment Receipt c. Daily Cash Receipts Files d. Garbage Collection Receipt e. General Fund Receipts Files f. License Payment Receipt g. Sales Tax Payment Receipt h. Service Connection Receipt 1. State Revenue Sharing Receipt J . Water 6 Sewer Bills 6 Receipts 8. COMMITTEE MINUTES a. Harbor Committee Minutes b. Parks 0 Recreation Committee Minutes 9. CONSTRUCTION PERMIT FILES 5 years 5 years 3 years 3 years 5 years 3 years 3 years 3 years 5 years 3 years 2 years 2 years a. Building Permits Permanent b. Material Source Permits 2 years after expiration c. Water 6 Sewer Permits 5 years 10. GENERAL ADMINISTRATIVE FILES a. Copies of documents which duplicate copies filed elsewhere within department or within another department of the City. b. Documents which require no action. c. bough drafts, feeder reports accumulated in preparation of study, but exclusive of formal recommendations and other papers which contributed to or resulted from preparation of document. d. Cards, listings, indexes and other papers used f for controling work. e. Stenographic notes and other tapes used in transcribing meetings, dictation, etc. f. Newspaper clippings, scrap books, fact sheet, and similar papers used for administrative briefings. 11. GENERAL ENGINEERING FILES a. Geological Reports b. Soil Reports 12. GENERAL LEGAL 1 year Permanent 5 years a. Agreements 5 years after expiration b. Appraisals c. Assessment 15 years after Notice d. Condemnation Permanent e. Contracts 5 years after expiration f. Deed Permanent g. Easement Permanent h. Judgements 5 years after settlement i. Lease - 5 years after expiration j. Litigation 15 years after settlement FD (PTION DISPOSITION k. Patent Permanent 1. Right -of -Way Permanent m. Street Vacation Permanent 13. GOVERNMENT 6 ELECTIONS a. Election Ballots 1 year b. Election Operational 6 Statistical Files 3 years c. Oath of Office Permanent 14. LEGISLATIVE 6 LEGAL REFERENCE a. Agenda 1 year if needed b. Charter Permanent c. Code Permanent d. Council Meeting Tapes 3 years e. General 1 year f. Minutes Permanent g. Opinions Permanent h. Ordinances 6 Affidavits of Publication Permanent i. Petitions Permanent j. Proclamation 2 years 15, MAP FILES a. Aerial Maps Permanent b. Annexation Maps Permanent c. Assessment Maps 10 years d. Drainage Maps Permanent e. Historical Maps Permanent f. Hydrant Maps Destroy when superseded g. Facilities Maps Permanent h. Lan Use Maps Permanent I. Street Maps Permanent j. Street Vacation Maps Permanent k. Subdivision Maps Permanent 1. Survey Maps Permanent 16. OFFICE GENERAL MANAGEMENT FILES a. Civil Defense Files; includes plans to be executed in cases of emergencies b. Departmental Activity Reports c. Insurance d. Standing Operating Procedure Files; includes manuals and handbooks. One copy to Archives 17. OFFICE REFERENCE FILES a. Historical Files Permanent ,is; b. Reading Files 2 years c. Record Set of Publications Permanent 18. PAYROLL FILES a. Paid Overtime Files 5 years b. Payroll Adjustment 5 years c. Payroll Check Distribution 3 years d. Payroll Deductions 6 Authorization 5 years e. Personnel Files Permanent f. Withholding Tax Files 5 years g. Vacation 6 Sick Leave Accounting Files 3 years Destroy when superseded 3 years Destroy on expiration Destroy when superseded FILE DESCRIPTION 19. PERSONNEL FILES a. Personnel Information Files; such as duplicates of documents to be found in Personnel Folders, Job Descriptions or other files, or papers not appropriate for inclusion elsewhere. b. Employee Record Jacket Files. These - files include information on positions, promotions salary levels, addresses, supervisors, birthdate and Social Security Number of employees. 50 years c. Request to Bargain Collectively Permanent �ITION Review annually. Destroy documents no longer needed. d. Job Descriptions Destroy when superseded e. Personnel Board File 3 years