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Home My WebLink About04 - CC-4 - Attachment 2 - 6/2/2015ATTACHMENT 2 CITY OF COSTA MESA Records Retention Schedules DEPT/DIV DESCRIPTION IMAGE RETENTION CODE CITATION EXPLANATION/COMMENTS Finance/Accounting Payroll Register N 7 GC34090 January 2008 — December 2008 " Payroll Deduction Report N 7 GC34090 January 2008 — December 2008 GC34090 July 2006 — June 2007 " AP Warrant N 5 July 2007 — June 2008 " Payroll Register/Deduction Register N 7 GC34090 January 2006 — December 2006 " Leave Summary N 7 GC34090 January 2006 — December 2006 GC34090 July 2007 - June 2008 " AP Warrant Vouchers N 5 July 2008 - June 2009 " PERS Adjustment Reports N 7 GC34090 January 1999 - December 2001 " PERS Reports N 7 GC34090 January 2001 —December 2001 " PERS Reports N 7 GC34090 January 1999 — December 1999 " PERS Reports N 7 GC34090 January 1995 — December 1995 " PERS Report N 7 GC34090 January 1996 - December 1997 DEPT/DIV APPROVAL CITY ATTORNEY APPROVAL UA This document was prepared for the exclusive use of the City of Costa Mesa Note: Litigation, complaints, and/or claims suspend normal retention periods. The retention applies upon settlement of the litigation, complaint, or claim CITY OF COSTA MESA Records Retention Schedules DEPT/DIV DESCRIPTION IMAGE RETENTION CODE CITATION EXPLANATION/COMMENTS Finance/Accounting PERS Report N 7 GC34090 January 1998 — December 1998 " Time Card Audit Entry N 7 GC34090 January 1996 — December 1996 " Account Distribution Report N 7 GC34090 July 1996 — June 1997 " Deferred Compensation Report N 7 GC34090 January 1996 — December 1996, January 1997 — December 1997, January 1998 — December 1998 " Gross Earnings Payroll Statistics N 7 GC34090 January 1997 — December 1997 " State Tax Quarterly Report N 7 GC34090 January 1997 — December 1997 " Timecards N 7 GC34090 January 2006 — December 2006 " Direct Deposits Authorization Form EE N 7 GC34090 January 1992 - December 2004 CITY ATTORNEY APPROVAL This document was prepared for the exclusive use of the City of Costa Mesa Note: Litigation, complaints, and/or claims suspend normal retention periods. The retention applies upon settlement of the litigation, complaint, or claim. CITY OF COSTA MESA Records Retention Schedules DEPT/DIV DESCRIPTION IMAGE RETENTION CODE CITATION EXPLANATION/COMMENTS Finance/Accounting PERS Report N 7 GC34090 January — December 1985 Payroll Account Distribution N 7 GC34090 January 1993 — December 1996 January — December 1982, " Payroll Retirement Deduction N 7 GC34090 January — December 1984, January — December 1985, January — December 1988 " Payroll Retirement Deduction N 7 GC34090 January — December 1983, January - December 1992 " State Quarterly Operating Expense Report N 7 GC34090 July 1996 — June 1997 " Recap Payroll Analysis Report N 7 GC34090 January — December 1993, January —December 1995 " Deferred Compensation Report N 7 GC34090 January — December 1993, January —December 1996 January — December 1993, January — December 1990, January - December 1986, January — December 1991, January — December 1995, " Costa Mesa Retirement Plan Report N 7 GC34090 January — December 1988, January - December 1987, January — December 1981, January — December 1994, January — December 1989, January — December 1996 11EPT/DIV APPROVAL CITY ATTORNEY 1IIzwl s This document was prepared for the exclusive use of the City of Costa Mesa Note: Litigation, complaints, and/or claims suspend normal retention periods. The retention applies upon settlement of the litigation, complaint, or claim. CITY OF COSTA MESA Records Retention Schedules DEPT/DIV DESCRIPTION IMAGE RETENTION CODE CITATION EXPLANATION/COMMENTS GC34090 January — December 1995, Finance/Accounting Time Card Entry Edit Report N 7 January — December 1996, January - December 1988 " Retirement Deduction Report N 7 GC34090 January — December 1989 " Employee Association Due Report N 7 GC34090 January — December 1993, January — December 1996 " Payroll Master File N 7 GC34090 January 1995 - December 1996 " Overtime Charge Analysis N 7 GC34090 January — December 1996 " Fringe Benefit Summary N 7 GC34090 January 1994— December 1995 " Fed and State Tax N 7 GC34090 January 1997 — December 1998 " Payroll Processing Report N 7 GC34090 January 2007- December 2008 " PERS Report N 7 GC34090 January 2002 -December 2004 " Payroll Garnishment Report N 7 GC34090 January 1994 — December 2001 DEPT/DIV APPROVAL--- CITY ATTORNEY APPROVAL This document was prepared for the exclusive use of the City of Costa Mesa Note: Litigation, complaints, and/or claims suspend normal retention periods. The retention applies upon settlement of the litigation, complaint, or claim. CITY OF COSTA MESA Records Retention Schedules DEPT/DIV DESCRIPTION IMAGE RETENTION CODE CITATION EXPLANATION/COMMENTS " Warehouse Requisitions N 5 GC34090 July 2003 — June 2004 " Warehouse Requisitions N 5 GC34090 July 2004 — June 2005 " Warehouse Requisitions N 5 GC34090 July 2002 — June 2003 " Warehouse Requisitions N 5 GC34090 July 2005 — June 2006 " Inventory Transaction Register Report N 5 GC34090 July 2003 — June 2004 Inventory Transaction Register Report N 5 GC34090 July 2004 — June 2005 " Warehouse Invoices (Various Vendors) N 5 GC34090 July 2001- June 2008 DEPT/DIV !&//&J k CITY ATTORNEY APPROVAL, AA ( I This document was prepared for the exclusive use of the City of Costa Mesa Note: Litigation, complaints, and/or claims suspend normal retention periods. The retention applies upon settlement of the litigation, complaint, or claim. CITY OF COSTA MESA Records Retention Schedules DEPT/DIV DESCRIPTION IMAGE RETENTION CODE EXPLANATION/COMMENTS CITATION Finance/Accounting PERS Senior Benefits N 7 GC34090 January 1995 — December 1995 " BOA ACH Reports N 7 GC34090 January 2005 — December 2005 " PERS Report N 7 GC34090 January 1986 — December 1993 " PERS Report N 7 GC34090 January 1987 - December 1990 " PERS Report N 7 GC34090 January 1984 — December 1991 " PERS Report N 7 GC34090 January 1981 — December 1981 " PERS Report N 7 GC34090 January 1983 — December 1986 " PERS Report N 7 GC34090 January 1982 — December 1982 " PERS Report N 7 GC34090 January 1980— December 1980 " PERS Report N 7 GC34090 January 1986 — December 1986 DEPT/DIV APPROVAL v'�v CITY ATTORNEY APPROVAL/ I This document was prepared for the exclusive use of the City of Costa Mesa Note: Litigation, complaints, and/or claims suspend normal retention periods. The retention applies upon settlement of the litigation, complaint, or claim. CITY OF COSTA MESA Records Retention Schedules DEPT/DIV DESCRIPTION IMAGE RETENTION CODE CITATION EXPLANATION/COMMENTS Finance/Treasury Bankruptcy Notices sent to Treasury N 5 GC34090 June 30, 2007 and Prior Non-profit Organization Solicitation N 5 GC34090 June 30, 2007 and Prior Permit Apps. and documents submitted " Invoice Requests N 5 GC34090 June 30, 2007 and Prior „ Firework Stands Permit Apps. and N 5 GC34090 June 30, 2007 and Prior documents submitted „ Transient Occupancy Tax records & N 5 GC34090 June 30, 2007 and Prior supporting documents Reports/copies with confidential " information (e.g. copy of business license N 5 GC34090 June 30, 2007 and Prior application, sales tax info, etc. Orange County Bankruptcy Files " (investments held by the City at that N 5 GC34090 2004 and Prior time DEPT/DIV APPROVAL CITY ATTORNEY APPROVAL This document was prepared for the exclusive use of the City of Costa Mesa Note: Litigation, complaints, and/or claims suspend normal retention periods. The retention applies upon settlement of the litigation, complaint, or claim.