HomeMy WebLinkAboutResolution 1990 - 01181 RESOLUTION NO.90—118
PERTAINING TO THE PROCEDURE FOR DESTRUCTION OF
OBSOLETE RECORDS AND REPEALING THE INCONSISTENT
PROVISIONS OF ALL OTHER RESOLUTIONS PREVIOUSLY
ADOPTED BY THESE BOARDS OF DIRECTORS WITH
RESPECT TO DESTRUCTION OF OBSOLETE RECORDS
A JOINT RESOLUTION OF THE BOARDS OF DIRECTORS OF
COUNTY SANITATION DISTRICTS NOS.1,2,3,5,6,
7,11,13 AND 14 OF ORANGE COUNTY,CALIFORNIA,
PERTAINING TO THE PROCEDURE FOR DESTRUCTION OF
OBSOLETE RECORDS AND REPEALING THE INCONSISTENT
PROVISIONS OF ALL OTHER RESOLUTIONS PREVIOUSLY
ADOPTED BY THESE BOARDS OF DIRECTORS WITH RESPECT
TO DESTRUCTION OF OBSOLETE RECORDS
WHEREAS,it is necessary to establish procedures for the destruction of
obsolete records to facilitate the orderly handling of business by the Joint
Administrative Organization of County Sanitation Districts Nos.1,2,3,5,6,
7,11,13 and 14 of Orange County,California;and,
WHEREAS,these Boards are authorized by the provisions of Government Code
Sections 60200 through 60204 to destroy records under certain conditions;and,
WHEREAS,it is desirable and appropriate to authorize the destruction of
records on a routine basis that have been retained for a certain period of time,
that are copies of originals on file with the Districts or that have been
microfilmed.
NOW,THEREFORE,the Boards of Directors of County Sanitation Districts
Nos.1,2,3,5,6,7,11,13 and 14 of Orange County,California,
DO HEREBY RESOLVE,DETERMINE AND ORDER:
Section 1:Authorization for Destruction of Records
The destruction of certain records,papers and documents is hereby
authorized,pursuant to Government Code Sections 60200 et ~after such
records have been retained for the minimum time set forth in Exhibit “A”,
attached hereto and incorporated herein by this reference.
Section 2:Destruction of Records after Microfilming
Any record not expressly required by law to be filed and preserved may be
destroyed at any time after It is microfilmed in conformance with the
requirements of Government Code Section 60203.
Section 3:Destruction of Duplicates
Pursuant to Government Code Section 60200,any duplicate record,paper,or
document,the original or a permanent photographic copy Of which is in the files
of any office or department of the District,may be destroyed after confirmation
by the District Secretary that such original or permanent photographic copy
remains on file in the District.
Section 4:Retention of Records Not Mentioned
All records,papers and documents not mentioned in this resolution shall be
retained Indefinitely.
Section 5:RescissIon of Conflicting Resolutions
All other resolutions,or portions thereof,in conflict herewith are hereby
rescinded and made of no further effect.
PASSED AND ADOPTED at a regular meeting held September 12,1990.
PAGE 2
RECORD
Engineering
BE DESTROYED
Technl cal
Services
Department
City Water Meter Readings
•Collection System Problem Report Forms
Conductivity Charts
Confined Space Entry Permits
Construction Contract Files,including
plans and specifications and grant files,
when applicable,except for easements
and permits
Consultant Qualification Files
Contracts (Misc.)
Control Center Logs
Conflict of Interest Statements filed by
Directors and Designated Staff
Cost Allocation Reports
CPT and IBM PC Disks
Daily Field and Activity Logs
Directors’Compensation and Mileage Records
Directors’Special Cojmiittee Files
Districts’Warrant Copies and Backup
Docbar Reports
Drivers’Inspection Reports
NUMBER OF YEARS FOLLOWING COMPLETION AFTER WHICH RECORD MAY
Board Operations &
Administration Secretary’s Personne’Finance Maintenance
Department Office Department Department Department
2
2
2
2
2
2
2
5
2
2
2 2 2
2
4 4
2
4
2
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2
2
WHICH RECORD MAYBE DESTROYED
Operations &Technical
Maintenance Services
Department Department
PAGE 3
RECORD NUMBER OF YEARS FOLLOWING COMPLETION AFTER
Board
Administration Secretary’s Personnel Finance
Department Office Department Department
Environmental Impact Reports,initiated by
CSDOC
Environmental Impact Reports,initiated by
others
Elevator Permits
Emergency Overtime Reports
Employee Time Records
Equipment Delivery Reports and Backup
Fixed Asset Creation/Deletion
Gasoline (Fuel)Logs
General Correspondence with Cities/Distrlcts/
Agencies/Individuals,etc.
General Ledger
Incident/Accident Reports and Logs
Industrial and Comercial User Files (Sample
Data &Correspondence)ACTIVE COMPANIES
Industrial and Comercial User Files (Sample
Data &Correspondence)INACTIVE COMPANIES
Insurance Claims Filed Against the Districts
and Filed By the Districts
Job Cost Reports
Job Plans (including backup material for
Miscellaneous Projects)
2
2
2
2
N
H
w
H
0
N
Ca
0
H
0
2:
0
I-I
2
2
10
Engineering
Department
2
2
2
2
2
2
2
2
2
2
2
2
2
2
4
2
2
2
10
3
2
Board
Secretary’s
Office
..
PAGE 4
RECORD
Administration
Department
3
2
Job Information Status Sheets (Master Data
Base)
Joint Operating Suninary Reports
Journal Entries to General Ledger and
Backup Budget Worksheets
Labor Distribution Reports
Laboratory Analytical Data
Mailing List for CSDOC—lnitiated EIRs and
other documents required per CEQA Guidelines
Management Agreements and Memoranda of
Understanding (Labor Agreements)
Manhole Inspection Reports,Line Cleaning
Videotapes and Reports
Manufacturers’Manuals &Data
Master Plans of Districts’Col1ection,
Treatment and Disposal Facilities
Memoranda (Miscellaneous)
Mobil Radio and Pager Log
Motor Pool Vehicle Report
Motorola Radio Equipment Records
Night Orders
NPDES (National Pollutant Discharge
Elimination System)Permit Reports re Solid
Wastes
NUMBER OF YEARS AFTER WHICH RECORD MAY BE DESTROYED
Operations &Technical
Personnel Finance Maintenance Services
Department Department Department Department
4
4
2
5
3
2
2 2
2 2 2 2
2
2
2
2
2 2
Engineering
Department
2
2
2
10
2
3
2
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PAGE5
RECORD NUMBER OF YEARS FOLLOWING COMPLETION AFTER WHICH RECORD MAY BE DESTROYED
Board Operations &Technical
Administration Secretary’s Personnel Finance Maintenance Services Engineering
Department Office Department Department Department Department Department
Numeric AP/AR Invoice Copies 2
Overtime Reports and Schedules 2 2 2 2 2
H
Permits:
-From State and Local Agencies for 2
Construction Projects
—From EPA,AQMD,etc.to Operate Plants 2 2
—Connection Permits to Property Owners (copies)2 =
Permits for Air Receivers,Boilers &Elevators 2
Personnel or Employment Records made or kept (a)
by Employer,including application forms and
records re hiring,promotions,demotions,
transfers,layoff or termination,rates of
pay or other terms of compensation,and
selection for training or apprenticeship H
0
Plans and Specifications 10
z
Planholder Lists 3 0
Plant Equipment Checklists,Logs and 2 2 2
Maintenance Records C
Plant Operations’Checkllsts,Logs,Worksheets,2 2 2
Records and Reports
Plant Nos.1 &2 Monthly Sumary of Operations 4
Reports
Plant No.2 Influent Trunkline Flow Charts 7
(a)Until employee leaves employment with the Districts plus 2 years.
(Records pertaining to employees who haUe filed civil rights actions
should be retained until final disposition of the charge or action.)
PAGE 6
Board
Administration Secretary’s
Department Office
(b)Or until conclusion of litigation re contract
(c)Or until payment is completed
grants and contract grant audits.
RECORD
2
BE DESTROYED
Techni cal
Services
Department
2
Power (Electrical)Records for Treatment
Plants and Pump Stations
Problem Reports re stoppages,odors,etc.
Professional Services Agreements with
consultants for design work or various
studies or reports,including copies of
completed plans,studies,reports,etc.
Pump Station Reports and Records
Purchase Orders (Department Copies)&
Purchase Requisition Copies
Purchase Orders (Completed)with Purchase
Requisitions
Purchase Orders (Completed)Warehouse/Receiving
Copies
Purchase Specification Files re Purchase of
Autos,Equipment,Chemicals,Materials,
Supplies or Services,etc.
Quarterly Reports to EPA,etc.
Redevelopment Agency Files
Reimbursement Agreements
Safety and Tailgate Training Records and
Reports/Sunhiiaries
SAWPA Flow Meter Charts
NUMBER OF YEARS FOLLOWING COMPLETION AFTER WHICH RECORD MAY
Operations &
Personnel Finance Maintenance
____________
Department Department Department
7
2
4 (b)
2
2 2 2 2
2
2
2 2
2
2 2
10 (c)
2 2
2
Engineering
Department
4 (b)
2
10 (c)
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PAGE 7
RECORD NUMBER OF YEARS FOLLOWING COMPLETION AFTER WHICH RECORD MAY BE DESTROYED
Board Operations &Technical
Administration Secretary’s Personnel finance Maintenance Services Engineering
Department Office Department Department Department Department Department
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Schedules:
-Employee Work Schedules 3 H
-Maintenance Schedules 2
-Construction Project Schedules 2
Service Bulletins 2
Shift Supervisors’Log Books 5
Shop Drawings 10
0
Sick Leave Records 2
Sick Lease Usage Employee Log 2
Sludge Handling and Pumping Records and 2
Reports
H
Soils Reports 5
Spill Reports 2
Standby Schedule and Reports 2
State of California Prevailing Wage Rates 2 2
State Permits for Maintenance on State Highways 2 2
Supplementary Records containing Employee 2
Information,including Basic Employment
and Earnings Records
Telephone Account Number Listing 2
Telephone and Visitor Log Book 2
Time Cards 2
PAGE 8
(d)Or until project is complete.
(e)Following expiration of Purchase Order.
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RECORD NUMBER OF YEARS FOLLOWING COMPLETION AFTER WHICH RECORD MAY BE DESTROYED
Board Operations &Technical
Administration Secretary’s Personnel Finance Maintenance Services Engineering
Department Office Department Department Department Department Department
2ToolInventories
Tract Information
Training Report Log
Trunk Line Operation &Maintenance Records
and Reports
User Fee Reports (by Parcel)
Unsuccessful Bidders’Proposals for
Construction Contracts and Purchasing
Specifications
Unsuccessful Professional Services Proposals
from firms for design projects,studies or
reports
Utility Requests/Responses
Vehicle Check-out Reports
Vehicle Reports to Auto Shop
Vendor Files,Non—current
Wage Table R4tes
Warehouse Order Reports
Warehouse Withdrawal Forms
Water Data,Active and Inactive Companies
2
2
3
2
2
2
5
3 (d)
2
2
2 (e)
2
2
2
3
PAGE 9
RECORD NUMBER OF YEARS FOLLOWING COMPLETION AFTER WHICH RECORD MAY BE DESTROYED
Board Operations &Technical
Administration Secretary’s Personnel Finance Maintenance Services Engineering
Department Office Department Department Department Department Department
West Newport (Kadane)Gas and Oil Flow tn
Records 2
Will—Serve Letters 3 W
Wind Direction and Velocity Reports 5
Work Order Requests 2
0
L’i
Cl)
0
‘-3
H
0
2
2
0
STATE OF CALIFORNIA)
)SS.
COUNTY OF ORANGE )
I,RITA J.BROWN,Secretary of the Boards of Directors of County
Sanitation Districts Nos.1,2,3,5,6,7,11,13 and 14 of Orange County,
California,do hereby certify that the foregoing Resolution No.90—118 was
passed and adopted at a regular meeting of said Boards on the 12th day of
September,1990,by the following vote,to wit:
AYES:Edward L.Allen,Margaret M.Arnold,Wes Bannister,Roland E.
Bigonger,A.B.“Buck”Catlin,John C.Cox,Jr.,Norman
E.Culver,Richard B.Edgar,Beth Graham,Peter Green,Don
R.Griffin,Dai~Griset,Evelyn Hart,William D.Mahoney,
Robert H.Main,Tom Mays,James Neal,Carrey J.Nelson,Arthur
G.Newton,Irv Pickler,Ruthelyn Pluniner,Richard 1.Polis,
Leslie A.Pontious,Don R.Roth,Sally Anne Sheridan,
J.R.“Bob”Siefen,Don E.Smith,Roger R.Stanton,Peer
A.Swan,Charles E.Sylvia,James A.Wahner,Henry W.Wedaa,
Edna Wilson
NOES:None
ABSENT:Wayne Silzel
IN WITNESS WHEREOF,I have hereunto set my hand and affixed the official
seal of County Sanitation District No.1 on behalf of itself and Districts
Nos.2,3,5,6,7,11,13 and 14 of Orange County,California,this 12th day
of September,1990.
c~s~~
Rita J.Brown,5~cretary
Boards of Directors,County
Sanitation Districts Nos.1,2,3,5,
6,7,11,13 and 14 of Orange Cour~~ty,~
California