FY2012-28 Authorizing the Records Manager to Dispose of Certain Kodiak Island Borough Records 1 Introduced by: Borough Clerk
2 Requested by: Borough Clerk
3 Drafted by: Records Manager
Introduced on: 06/21/2012
4 Adopted on: 06/21/2012
5
6 KODIAK ISLAND BOROUGH
7 RESOLUTION NO. FY 2012 -28
8
9 A RESOLUTION OF THE KODIAK ISLAND BOROUGH ASSEMBLY
10 AUTHORIZING THE RECORDS MANAGER TO DISPOSE
11 OF CERTAIN KODIAK ISLAND BOROUGH RECORDS
12
13 WHEREAS, Resolution No. 95 -01 and amendments provide the minimum retention
14 requirements for specific records; and
15
16 WHEREAS, in accordance with Lease Agreement 8.5 between Kodiak Island Borough
17 and Sisters of Providence in Washington dba Providence Health System in Alaska dated
18 March 1997, no books and records may be destroyed without the consent of the Kodiak
19 Island Borough; and
20
21 WHEREAS, AS18.20.085(a) provides the minimum retention requirements for specific
22 hospital records; and
23
24 WHEREAS, records which were covered by the Exxon Valdez protective order and
25 were retained, are now released for appropriate destruction; and
26
27 WHEREAS, the department directors have reviewed and authorized the destruction of
28 the specific records attached to this resolution; and
29
30 WHEREAS, based on the borough attorney's review, Series FI -13 (Accounts
31 Payable), Series FI -15 (Accounts Receivable), and Series FI -37 (Grant Files) have been
32 removed from the scheduled destruction for Finance Department verification that these
33 records are not covered by any agreement nor they are related to any bonds that may
34 require longer retention period; and
35 WHEREAS, the borough attorney found no other records on the lists to have unusual
36 legal, administrative, or historical interest; and
37
38 WHEREAS, Kodiak Island Borough Code 2,40.160(B) provides for the Assembly to
39 authorize by Resolution the disposal of the records to be destroyed.
40
41 NOW, THEREFORE BE IT RESOLVED, THAT THE ASSEMBLY OF THE KODIAK
42 ISLAND BOROUGH THAT :
43
44 Section 1: The attached lists of records are not of a historical, legal, nor
45 administrative value and have met the minimum retention requirements.
Kodiak Island Borough Resolution No. FY2012 -28
Page 1 of 10
46 Section 2: These records may be destroyed as provided by Kodiak Island Borough
47 Code 2.40.160.
48 ADOPTED BY THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH
49 THIS TWENTY FIRST DAY OF JUNE, 2012
50
51 KODIAK ISLAND BOROUGH
52
n
53 / \ 7
54 -e?t?
55 ATTEST: Jerome M. Selby, Borough_ Ma1/or""
56 y
58 � M 9,a4/0(-
59 Nova M. Javier, MMCough Clerk
Kodiak Island Borough Resolution No. FY2012 -28
Page 2 of 10
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A0 -03 Change of Address Change of address cards indicating property sales to Clerk's Office 2008
Cards new owners. 2004 -2008
A0 -06 Exemptions from Correspondence regarding senior citizens, disabled Records Room 2000
Property Tax veterans, and farm use tax exemptions. 1995 -2000 Hall
CONFIDENTIAL
A0 -06 Exemptions from Correspondence regarding senior citizen, disabled Records Room 2002
Property Tax veterans, and farm use tax exemptions. Hall
2001 -2002 CONFIDENTIAL
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CONFIDENTIAL
DC -01 Parent Files Childcare family eligibility files. J -6 -02 2005
CNFIDENTIAL
DC -03 Financial Reporting Attendance and billing reports of child care J -6 -01 2005
providers.
DC -04 Grant Administration Grant receipt, applications, budgets, and project 1 -6 -01 2005
Files narratives.
DC -08 Provider Files Provider Information. J -6 -01 2005
DC -08 Provider Files Provider information. 1-6 -02 2005
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BC -06 Assembly Meeting Video tapes. E -3 -06 2007
Tapes
BC -06 Assembly Meeting Audio tapes. E -6 -02 2007
Tapes
BC -09 Boards, Committees, General information and applications. Clerk's office 2009
and Commissions
BC -31 Emergency Services Copies of ESC minutes, findings, and council Clerk's office 2008
Council correspondence.
BC -31 Emergency Services Copies of ESC minutes, findings, and council Clerk's office 2009
Council correspondence.
BC -43 Liquor Licenses Applicationsfor liquor licenses. Clerk's office 2008
8C -46 Plat Log Plat log details, property owner, and plat location. Clerk's office 2009
Documentation Back -up documentation,
8C -51 Gaming Licenses Games of chance and skill permit applications. Clerk's office 2008
BC -61 Travel Accounting Documentation for travel for mayor, assembly, and Clerk's office 2008
clerk's office.
62
63
Kodiak Island Borough Resolution No. FY2012 -28
Page 3 of 10
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EL -01 Voted Ballots Municipal election - October 2011. Clerk's office 2012
EL -04 Election Registers and Registers - October 2007. Clerk's office 2008
Tally Books
EL -07 Declaration of Declarations executed under oath - October 2007. Clerk's office 2008
Candidacy
EL -08 Financial Disclosure Conflict of Interest - APOC statements. Clerk's office 2005
Statements
EL -11 Candidates List List of candidates - October 2007. Clerk's office 2008
EL -13 Election Officials Recruitment materials, interest letters, and training Clerk's office 2008
Records notes - October 2007. _
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CD -06 Coastal Zone Coastal Zone Management shelf files H -2 -05 2005
Management correspondence.
CD -10 Planning and Zoning Agendas, public hearing records, and items E -3 -14 1997
Commission Agenda presented to the Commission for action.
Packets
CD -11 Junk Removal Files Correspondence, reports, photos, and ownership E -3 -15 2005
files.
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Management
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FI -06 Journal Voucher Accounting reports. A -7 -03 2005
FI -07 Property Tax Tax billing, payments, and adjustments. A -7 -12 2005
Accounting
FI -07 Property Tax Tax billing, payments, and adjustments. A -5 -11 2005
Accounting
FI -07 Property Tax Tax billing, payments, and adjustments. A -2 -07 2005
Accounting
FI -09 Property Tax - Tax Monthly reports. A -2 -07 2002
Foreclosure
FI -11 Utility Monthly Residential accounting reports (utility). Clerk's Office 2005
Reports 2001 -2005
FI -11 Utility Monthly Residential accounting reports (utility). A -7 -08 2005
Reports
FF 1:3 Accounts oya hie Copies of invoices C il, A-340 2805
8143 Aeeeaflts-0ayable Copies of In °Dices 1 L. A 3 09 2045
.4-13 Accounts- Rayable Cop of inv�o 5. A-4-00 2845
Kodiak Island Borough Resolution No. FY2012 -28
Page 4 of 10
SERIES# RECORD SERIES COMMENTS LOCATION FY YEAR
4-13 4c-co-fits Pay-bile Copies of invoices A Z. A 2 OS 2005
F1-13 Accounts- Payable Copies of Invoices S Z. A-4-10 2003
FH3 AseeuntsRayable Copies of Invoices A O. A 5 09 2005
F4-13 Accounts Receivable Daily record of cash receipts. A 6 11 2004
RI-1-5 Daily record of cash receipts. A 5 OG 2005
F445 Aeee ^.Ran.. e4vableee4 aabe Dai record of cash receipts. A-5-04 2005
A-16 Accounts Receivable 0a*Feee+4-ef-eash-reeeipts, A 2 06 2005
RI 15 Aeeeunts-Reseivable A 3 05 2005
RI 15 Aeee **.�aaa - Re€e5 -•_^ • A 3 06 2005
RI 15 A-4-05 2805
8445 A-0-06 2005
F4-25 A. o�- �.....- Re .view. ` ^ A-5-05 2005
FI-1-5 Aneeunts- Receivable Daily record of cash receipts, A-5-03 2005
FI -19 Bank Reconciliation Statements of account activity. A -5 -11 2005
Statements
FI -19 Bank Reconciliation Statements of account activity. A -3 -07 2005
Statements
FI -22 Employee Case Files Completed health and life insurance forms. B -5 -12 1996
FI -33 Baler Monthly Acct. Invoice report and invoice copies, and aging report. A -4 -08 2005
Reports
FI -33 Baler Monthly Acct. Invoice report and invoice copies, and aging report. A -6 -06 2005
Reports
FI -33 Baler Monthly Acct. Invoice report and invoice copies, and aging report. A -3 -08 2005
Reports
FI -33 Baler Monthly Acct. Invoice report and invoice copies, and aging report. A -6 -07 2005
Reports
FI -33 Baler Monthly Acct. Invoice report and invoice copies, and aging report. A -5 -07 2005
Reports
FI -34 Sanitation Monthly Consumption reports, aging, payments, adjustments, A -4 -07 2005
Acct. Reports billing register, and copy of bills.
FI -36 Fund Investment Buy /sell orders, confirmations, and ledgers A -5 -11 2005
Records
(I 37 Grant Files Official documents for receipt of grnt finds, 8-7-09 2944
RI-37 Crnt riles Official documents for receipt of grant funds, 8-8-89 4996
R4-37 a .,� " ^^ Official documents for receipt of grant funds. 5 1 10 2996
f 37 Grant riles e - :: - - - - • . • r A 7 06 2005
Kodiak Island Borough Resolution No. FY2012 -28
Page 5 of 10
68
SERIES# RECORD SERIES COMMENTS LOCATION FY YEAR
Fl 37 Grant -Files Off c al -doea - - - - A 7 05 2005
Ft -39 Severance Taxes Severance tax forms filed with borough; quarterly A -6 -02 2004
schedules of revenues collected.
FI -39 Severance Taxes Severance tax forms filed with borough; quarterly A -6 -05 2005
schedules of revenues collected.
FI -42 JE - Edits Cash receipts and check register by detail. B -2 -07 2009
FI-45 Land Sale Payments Yearly report. B -6 -10 1996
69
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rmart MA -01 Mayans Reading Files Copies of outgoing letters and memoranda. E -1 -08 2001
MA -01 Mayor's Reading Flies Copies of outgoing letters and memoranda. E -1 -08 2002
70
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A0 -01 Assessment Records - Alpha list by owner of real and personal property F -3 -06 1975
EDP Reports owners.
A0 -01 Assessment Records - Alpha list by owner of real and personal property F -6 -06 1988
EDP Reports owners.
A0 -03 Change of Address Change of address cards indicating property sales to Records Room 1995
Cards new owners. 1991 -1995 Hall
A0 -06 Exemptions from Correspondence regarding senior citizens, disabled F -2 -04 1993
Property Tax vets, farm use Exemptions from Property Tax.
A0 -06 Exemptions from Correspondence regarding senior citizens, disabled F -4 -15 1991
Property Tax vets, farm use Exemptions from Property Tax.
A0 -06 Exemptions from Correspondence regarding senior citizens, disabled F -7 -09 1989
Property Tax vets, farm use Exemptions from Property Tax. 1987-
1989
A0 -06 Exemptions from Correspondence regarding senior citizens, disabled Records Room 1986
Property Tax vets, farm use Exemptions from Property Tax. 1982- Hall
1986.
A0 -09 Reading File Correspondence generated in office. F -7 -07 1990
A0 -09 Reading File Correspondence generated In office. Records Room 1994
1993 -1994 Hall
Kodiak Island Borough Resolution No. FY2012 -28
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DC -01 Parent Files Childcare family eligibility files. H-4 -15 1993
DC -01 Parent Files Childcare family eligibility files. 1 -3 -01 1992
DC -01 Parents Files Childcare family eligibility files. 1-4 -02 1991
DC -01 Parent Files Childcare family eligibility files. 14-02 1994
DC -03 Financial Reporting Attendance and billing reports. 1 -3 -02 1992
DC -03 Financial Reporting Attendance and billing reports. 1 -4 -02 1991
DC -04 Grant Administration Grant receipt, applications, budgets, project 1 -3 -02 1992
Flies narration, plans of work.
DC -05 Child care Provider Written agreement signed by the grantee, provider 1 -3 -01 1992
Authorizations and parents.
DC -07 Statistical Child Care Financial support records for grants. 1 -4 -02 1991
Provider Reports
72
CD -06 Coastal Zone Coastal Zone Management correspondence. E -2 -09 1993
Management
CD -06 Coastal Zone Coastal Zone Management correspondence. E -2 -10 1993
Management
CD -06 Coastal Zone Coastal Zone Management correspondence. E -5 -14 1993
Management
CD -06 Coastal Zone Coastal Zone Management correspondence. E -5 -15 1984
Management 1981 -1984
CD -06 Coastal Zone Coastal Zone Management correspondence. E -6 -14 1993
Management
CD -06 Coastal Zone Coastal Zone Management correspondence. E -6 -15 1993
Management
CD -06 Coastal Zone Coastal Zone Management correspondence. E -7 -09 1993
Management 1985 -1993
CD -06 Coastal Zone Coastal Zone Management correspondence. E -7 -10 1993
Management
CD -10 Planning and Zoning Agendas, public hearing records, and Items E -1 -12 1988
Commission Agenda presented to the commission for action.
Packets
CD -10 Planning and Zoning Agendas, public hearing records, and items E -1 -15 1992
Commission Agenda presented to the commission for action.
Packets
CD -10 Planning And Zoning Agendas, public hearing records, and items E -2 -08 1990
Commission Agenda presented to the commission for action.
Packets
CD -10 Planning Arid Zoning Agendas, public hearing records, and items E -3 -12 1990
Commission Agenda presented to the commission for action.
Packets
CD -10 Planning and Zoning Agendas, public hearing records, and items E -4 -15 1993
Commission Agenda presented to the commission for action.
Packets
CD -11 Junk Removal Files Correspondence, reports, photos, and ownership E -1 -12A 1996
files. 1984 -1996
CD -11 Junk Removal Files Correspondence, reports, photos, and ownership E -3 -13 1991
files.
Kodiak Island Borough Resolution No. FY2012 -28
Page 7 of 10
73
74
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'
FI -09 Property Tax —Tax Monthly reports. B -4 -09 1993
Foreclosure
FI -09 Property Tax —Tax Monthly reports. B -5 -09 1993
Foreclosure
4 15 Accounts Receivable Daily record of cash receipts. 84-09 4-943
FI -33 Baler Monthly Invoice reports, Invoice copies, correspondence, 1 -1 -10 1989
Accounting Reports check stubs, receipts, and deposit backup, aging
report and copy of bills.
FI -36 Fund Investment Includes buy /sell orders, confirmations, safekeeping H -3 -01 1993
Records advices, and ledgers.
FI -39 Severance Taxes Severance tax forms filled with Borough. Quarterly H -3 -01 1993
schedules of revenues collected.
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y. qy t: ,rv` NR �i'i4 ���aaa tl /toy : Act(
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OM -01 Mayor's Correspondence, reports and Information related to 1 -4 -01 1994
Administrative Files the functional departments of the borough.
NACO - AML
OM -01 Mayor's Correspondence, reports, and Information related to 1 -4 -12 1990
Administration Files the functional department of the borough.
NACO - AML
OM -04 Litigation Case Files Documents civil action by or against the borough. Clerk's office 1985
OM -04 Litigation Case Files Documents civil action by or against the borough. 1 -2 -01 1992
OM -04 Litigation Case Files Documents civil action by or against the borough. 1 -3 -03 1989
CAFR - Budgets
OM -04 Litigation Case Files Documents civil action by or against the borough. 1 -3 -04 1989
CAFR - Budgets
OM -04 Litigation Case Files — Documents civil action by or against the borough. 1 -7 -05 1989
Legal correspondence (0M -12)
OM -05 Minutes of Advisory Copies of all boards, committees, and commissions 1 -6 -03 1991
Boards and minutes relating to Borough activities.
Commissions
Meetings
OM -19 Nonprofit Files related to the administration of Borough 1 -2 -01 1996
Organization Files appropriations to local nonprofit organizations.
75
77
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M1 Accounts Receivable Invoice copies, correspondence, check stubs, H -1 -07 1990
receipts, and deposit backup..
MH -03 Accounts Receivable Invoice copies, correspondence, check stubs, H -1 -12 1990
receipts, and deposit backup.
MH -03 Accounts Receivable Invoice copies, correspondence, check stubs, H -2 -06 1994
receipts, and deposit backup. 1992 -1994
MH -03 Accounts Receivable Invoice copies, correspondence, check stubs, H -2 -10 1997
receipts, and deposit backup.
MH -03 Accounts Receivable Invoice copies, correspondence, check stubs, 1-1-2 -12 1991
receipts, and deposit backup. 1990 -1991
MH -03 Accounts Receivable Invoice copies, correspondence, check stubs, H -3 -06 1994
receipts, and deposit backup. 1992 -1994
MH - 03 Accounts Receivable Invoice copies, correspondence, check stubs, H - - 10 1992
Kodiak Island Borough Resolution No. FY2012 -28
Page 8 of 10
receipts, and deposit backup. 1988 -1992
MH -03 Accounts Receivable Invoice copies, correspondence, check stubs, 1-1-3 -12 1992
receipts, and deposit backup. 1991 -1992
MH -03 Accounts Receivable Invoice copies, correspondence, check stubs, H -4 -06 1994
receipts, and deposit backup.
MH -03 Accounts Receivable Invoice copies, correspondence, check stubs, H -5 -04 1992
receipts, and deposit backup. 1991 -1992
MH -03 Accounts Receivable Invoice copies, correspondence, check stubs, H -5 -06 1992
receipts, and deposit backup.
MH -03 Accounts Receivable Invoice copies, correspondence, check stubs, H -5 -07 1993
receipts, and deposit backup.
MH -03 Accounts Receivable Invoice copies, correspondence, check stubs, H -5 -09 1993
receipts, and deposit backup.
MH -03 Accounts Receivable Invoice copies, correspondence, check stubs, H -6 -04 1994
receipts, and deposit backup. 1989 -1994
MH -03 Accounts Receivable Invoice copies, correspondence, check stubs, H -6 -06 1994
receipts, and deposit backup. 1993 -1994
MH -03 Accounts Receivable Invoice copies, correspondence, check stubs, H - - 1993
receipts, and deposit backup. 1992 -1993
78
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aw Y.� 60 n !4 Vwa.
MH -03 Accounts Receivable Invoice copies, correspondence, check stubs, H -6 -09 1993
receipts, and deposit backup.
MH -03 Accounts Receivable Invoice copies, correspondence, check stubs, H -7 -04 1993
receipts, and deposit backup.
MH -03 Accounts Receivable Invoice copies, correspondence, check stubs, 11-7 -06 1993
receipts, and deposit backup.
MH -03 Accounts Receivable Invoice copies, correspondence, check stubs, H -7 -07 1993
receipts, and deposit backup. 1992 -1993
MI-I-03 Accounts Receivable Invoice copies, correspondence, check stubs, 11-7-09 1993
receipts, and deposit backup.
MH -03 Accounts Receivable Invoice copies, correspondence, check stubs, H -7 -10 1992
receipts, and deposit backup.
MH -04 Administrative Subject Reports and correspondence related to functions of 11-2-12 1998
Files the department. 1996 -1998
MH -07 Mental Health Agenda packets, copies of minutes, rosters, and 11-2-01 1993
Advisory Board correspondence.
MH -08 Patient Case Files Correspondence, case notes, test results. H -1 -08 1991
CONFIDENTIAL
MH -08 Patient Case Files Correspondence, case notes, testing results. 11-1 -09 1991
CONFIDENTIAL
MH -08 Patient Case Files Correspondence, case notes, testing results. 11-2-07 1991
CONFIDENTIAL
MH -08 Patient Case Files Correspondence, case notes, testing results - H -2 -09 1991
CONFIDENTIAL
MI-1-08 Patient Case Files Correspondence, case notes, testing results - H -3 -07 1991
CONFIDENTIAL
MH - 08 Patient Case Files Correspondence, case notes, testing results - H - - 09 1991
CONFIDENTIAL
79
Kodiak Island Borough Resolution No. FY2012 -28
Page 9 of 10
MH -08 Patient Case Files Correspondence, case notes, testing results. H -4 -07 1991
CONFIDENTIAL
MI-I-08 Patient Case Files Correspondence, case notes, testing results. H -4 -09 1991
CONFIDENTIAL
MI-1-08 Patient Case Files Correspondence, case notes, testing results. H -7 -12 1991
CONFIDENTIAL
MI-I-10 Staff Log Log sheets completed daily by each staff member H -1 -07 1990
Indicating work completed.
MH -10 Staff Log Log sheets completed daily by each staff member H -1 -12 1990
indicating work completed.
MH -10 Staff Log Log sheets completed daily by each staff member H -4 -10 1992
indicating work completed.
MI-I-10 Staff Log Log sheets completed daily by each staff member H-4 -12 1991
indicating work completed.
MH -10 Staff Log Log sheets completed daily by each staff member H -5 -07 1993
Indicating work completed.
80
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PE -10 Airport Committees, Copy of rasters, minutes, agendas packets, reports F-4 -02 1991
Studies and Reports and studies.
81 } pg
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CLIN - - 0075 Adult Medical Records Adult — ip years from last discharge. PKIMC 1980 -
(Box #1) 1997
CLIN - - 0076 Pediatric Medical Records Pediatric —The later of 22 years old or 10 PKIMC 1980 -
years after last visit. (Box #1) 1997
CLIN - - 0075 Adult Medical Records Adult — 10 years from last discharge. PKIMC 1980 -
(Box #2) 1997
CLIN - - 0076 Pediatric Medical Records Pediatric —The later of 22 years old or 10 PKIMC 1980 -
years after last visit. (Box 42) 1997
CLIN Adult Medical Records Adult — 10 years from last discharge. PKIMC 1980 -
(Box 43) 1997 _
CLIN - - 0076 Pediatric Medical Records Pediatric — The later of 22 years old or 10 PKIMC 1980 -
years after last visit. (Box #3) 1997
CLIN - - 0075 Adult Medical Records Adult — 10 years from last discharge. PKIMC 1980 -
(Box #4) 1997
CLIN - - 0076 Pediatric Medical Records Pediatric —The later of 22 years old or 10 PKIMC 1960 -
years after last visit. (Box #4) 1997
CLIN - - 0075 Adult Medical Records Adult — 10 years from last discharge. PKIMC 1986 -
(Box #5) 1997
CLIN - - 0076 Pediatric Medical Records Pediatric —The later of 22 years old or 10 PKIMC 1986 -
years after last visit. (Box #5) 1997
CLIN - - 0075 Adult Medical Records Adult — 10 years from last discharge. PKIMC 1994 —
(Box #6) 1995
CLIN - - 0075 Adult Medical Records Adult — 10 years from last discharge. PKIMC 1985 -
(Box 47) 1996
CLIN - - 0075 Adult Medical Records Adult — 10 years from last discharge. PKIMC 1987 -
(Box 48) 1997
CLIN - - 0076 Pediatric Medical Records Pediatric —The later of 22 years old or 10 PKIMC 1987 -
years after last visit. (Box #8) 1997
82
Kodiak Island Borough Resolution No. FY2012 -28
Page 10 of 10