HomeMy WebLinkAboutOCSD 98-16 (REPEALED)' .,\•
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RESOLUTION NO. OCSD 98-16
PERTAINING TO THE PROCEDURE FOR DESTRUCTION OF
OBSOLETE RECORDS -·-· · ·
A RESOLUTION OF THE BOARD OF DIRECTORS OF ORANGE
COUNTY SANITATION DISTRICT, PERTAINING TO THE
PROCEDURE FOR 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 District; and,
WHEREAS, the Board of Directors of the District is authorized, by the provisions
of California 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 District, or that have been microfilmed.
NOW, THEREFORE, the Board of Directors of Orange County Sanitation
District,
DOES 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 California
Government Code Sections 60200 et seq., after such records have been retained for
the minimum time set forth on Exhibit "A", attached hereto and incorporated herein by
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 California Government Code
Section 60203.
Section 3: Destruction of Duplicates. Pursuant to California 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 Board Secretary that such original
or permanent photographic copy remains on file in the District.
2090-300
64895_1 1
REPEALED BY
OCSD 00-26
), ... "
Section 4: Retention of Records Not Mentioned. All records, papers, and
documents not mentioned in this Resolution shall be retained indefinitely.
2090-300
64895_1
PASSED AND ADOPTED at a Special Meeting held July 1, 1998.
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Chair
2
PAGE 1
RECORD NUMBER OF YEARS FOLLOWING COMPLETION AFTER WHICH RECORD MAY BE DESTROYED
Board Operations & Technical
Administration Secretary's Personnel Finance Maintenance Services Engineering
Deeartment Office Deeartment Deeartment Deeartment Deeartment Deeartment
y Accounts Receivable Customer Dead Files 2
Agenda & Supporting Material For Board of 2 2
Directors• Meetings, other than approved
Minutes, Resolutions and Ordinances
Agenda Item Submittals 2 2 2 2 2 2
I Agreements with Cities, Agencies and 2
lnd1vidua 1s
Annexation Information 3
,.·Annual m Financial Reports from Auditors 2 >< :c -Annual Maintenance Reports 2 OJ
=i • Annual Reports re Districts• Operations 2 2 2 2 a
~ AQMD (SCAQMD) Files, except for files
containing Permits with Conditions in Force 3 3 3 3
Audit Reports 2 2
. Backup Computer Tapes, Program Disks and 2 2 2 2 2 2 2
Computer Records
Bidders• Proposals & Quotes (Successful 2 2
Bidders)
J• Budgets (Annual) and B~dget Worksheets 2 2
Calibration Records 2
Cash Flowmeter Readings 7
Cash Receipts Reports & Backup and 2
Deposit Orders
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PAGE 2
RECORD
C1ty Water Meter Read1ngs
Collection System Problem Report Forms
Conductivity Charts
Conf1ned Space. Entry Penn1ts
•· Construct1on Contract F11es, 1nclud1ng
plans and spec1f1cat1ons and grant f11es,
when app11cable, except for easements
and penn1ts
Consultant Qual1f1cat1on F1les
Contracts (M1sc.)
Control Center Logs
Conf11ct of Interest Statements f11ed by
D1rectors and Des1gnated Staff
Cost Allocation Reports
CPT and IBM PC D1sks
Da 1 ly f 1 e ld and Act 1v1ty. Logs
D1rectors 1 Compensat1on and M11eage Records
D1rectors 1 Special Comm1ttee f11es
v' D1str1cts' Warrant Cop1es and Bac~up
Docbar Reports
Drivers' Inspection Reports
NUMBER OF YEARS FOLLOWING COMPLETION AFTER WHICH RECORD MAY BE DESTROYED
Adm1n1stratlon
Department
Board
Secretary's
Off1ce
2
2
2
4
2
Personnel
Department
Ftnance
Department
2
2
4
4
2
Operations &
Maintenance
Department
2
2
2
2
2
2
5
2
2
2
Technical
Services
Department
2
-· ·..:-
Eng1neering
Department
2
2
2
PAGE 3
RECORD NUMBER OF YEARS FOLLOWING COMPLETION AFTER WHICH RECORD MAY BE DESTROYED
Board Operat1ons & Techn1cal
Adm1n1strat1on Secretary's Personnel F1nance Ma1ntenance Serv1ces Eng1neer1ng
DeE!artment Off1ce DeE!artment DeQartment DeQartment DeQartment DeE!artment
Env1ronrnental Impact Reports, 1n1t1ated by 2
CSDOC
Env1ronrnental Impact Reports, 1n1t1ated by 2
others
Elevator Permtts 2
I· Emergency Overttme Reports 2
Employee T1me Records 2 2
Equ1pment De11very Reports and Backup 2
F1xed Asset Creat1on/Deletton 2
Gasoltne (Fuel) Logs 2
General Correspondence wtth C1t1es/D1str1cts/ 2 2 2 2 2 2 2
Agenc1es/lnd1v1duals, etc.
I . General Ledger 4
Inc1dent/Acc1dent Reports and Logs 2 2 2
lndustr1al and COlllllerctal User Ftles (Sample 10
Data & Correspondence) ACTIVE COMPANIES
lndustrtal and Conmerctal User F11es (Sample 3
Data & Correspondence) INACTIVE COMPANIES
Insurance Clatms F11ed Aga1nst the Dtstrtcts
and Ftled By the Dtstrtcts 10
Job Cost Reports 2
Job Plans (1nclud1ng backup matertal for 2 2 2 2 Mtscellaneous Projects)
... -..
PAGE 4
RECORD NUMBER OF YEARS AFTER WHICH RECORD MAY BE DESTROYED
Board Operat1ons & Techn1cal
Adm1n1strat1on Secretary's Personnel F1nance Ma1ntenance Serv1ces Eng1neer1ng
Deeartment Off1ce Deeartment Deeartment Deeartment Deeartment Deeartment
Job Informatton Status Sheets (Master Data 2
Base)
Jotnt Operat1ng Summary Reports 4
Journal Entr1es to General Ledger and 4
Backup Budget Worksheets
Labor D1strtbut1on Reports 2
Laboratory Analyt1cal Data 5
Matltng L1st for CSDOC-tn1t1ated EIRs and 2
other documents requtred per CEQA Gu1de11nes
Management Agreements and Memoranda of 3 3 3
Understand1ng (Labor Agreements)
Manhole Inspect1on Reports, L1ne Clean1ng 2
V1deotapes and Report·s
Manufacturers' Manuals & Data 2 2 2
Master Plans of D1str1cts' Collect1on, 10
Treatment and Disposal Fac111t1es
• Memoranda (Mtscellaneous) 2 2 2 2 2 2 2
Mobtl Rad1o and Pager Log 2
Motor Pool Vehicle Report 2
Motorola Radio Equ1pment Records 2
Night Orders 2
NPDES (National Pollutant D1scharge 2 2
Eltmtnatton System) Permt t Reports re Solid
Wastes
PAGE 5
RECORD NUMBER OF YEARS FOLLOWING COMPLETION AFTER WHICH RECORD MAY BE DESTROYED
Numertc AP/AR lnvotce Coptes
Overtime Reports and Schedules
Penn1ts:
-from State and Local Agencies for
Constructton Projects
-From EPA, AQMD, etc. to Operate Plants
-Connectton Pennlts to Property Owners (coptes)
Pennlts for Atr Recetvers, Boilers & Elevators
Personnel or Employment Records made or kept
by Employer, Including application fonns and
records re hlrtng, promotions, demotions,
transfers, layoff or tennlnatlon, rates or
pay or other tenns of compensatton, and
selection for training or apprenticeship
Plans and Speclftcatlons
Planholder Lists
Plant Equipment Checklists, Logs and
Maintenance Records
Plant Operattons Checklists, Logs, Worksheets,
Records and Reports
Plant Nos. 1 & 2 Monthly Sunmary or Operations
Reports
Plant No. 2 Influent Trunkllne Flow Charts
Administration
Department
Board
Secretary's
Office
v (a) Until employee leaves employment with the Dtstrlcts plus 2 years.
(Records pertalntng to employees who have filed ctvll rights actions
should be retatned until ftnal dlsposttlon or the charge or action.)
Personnel
Department
2
(a)
finance
Department
2
2
Operations &
Maintenance
Department
2
2
2
2
4
7
Technical
Services
Department
2
2
2
2
Engineering
Department
2
2
2
2
10
J
2
2
· ..
PAGE 6
RECORD NUMBER OF YEARS FOLLOWING COMPLETION AFTER WHICH RECORD MAY BE DESTROYED
Board Operations & Technical Adm1n1strat1on Secretary's Personnel Finance Maintenance Services Engtneertng Department Offtce Department Department Department Department Department Power (Electrical) Records for Treatment
Plants and Pump Stations 7
Problem Reports re stoppages, odors, etc. 2
Professional Services Agreements wtth 4 (b) 4 (b) consultants for des1gn work or various
studies or reports, 1nclud1ng copies of
completed plans, studies, reports, etc.
Pump Statton Reports and· Records 2
~ Purchase Orders (Department Coples) & 2 2 2 2 2 2 2 Purchase Requisition Coples
Purchase Orders (Completed) w1th Purchase 2 Requts I t1ons
Purchase Orders (Completed) Warehouse/Rece1v1ng 2 Coples
Purchase Specification Files re Purchase of
Autos, Equipment, Chemicals, Materials,
2 2
Supplies or Services, etc.
Quarterly Reports to EPA, etc. 2
Redevelopment Agency Files 2 2
Reimbursement Agreements 10 (c) 10 (t)
I· Safety and Ta11gate Training Records and
Reports/SUlllllclrles 2 2
SAWPA Flow Meter Charts 2
(b) Or unt1 I conclusion of litigation re contract grants and contract grant audits.
(c) Or until payment ts completed
PAGE 7
RECORD NUMBER OF YEARS FOLLOWING COMPLETION AFTER WHICH RECORD MAY BE DESTROYED
Board Operat1ons & Techn1ca1 Adm1n1stratton Secretary's Personnel Ftnance Ma1ntenance Serv1ces Eng1neertng Department Off tee Department Department Department Department Department
Schedules:
-Employee Work Schedules J -Ha1ntenance Schedules 2 -Constructton Project Schedules 2
Serv1ce Bullettns 2
Sh1ft Superv1sors' Log Books 5
Shop Drawtngs 10
S1ck Leave Records 2
Stck Lease Usage Employee Log 2
Sludge Handltng and Pump\ng Records and 2
Reports
So\ls Reports 5
Sptll Reports 2
Standby Schedule and Reports 2 ............. _.
·~. State or Caltfornta Preva111ng Wage Rates 2 2
State Permtts for Matntenance on State Htghways 2 2
Supplementary Records conta1n1ng Employee 2
Jnfonnatton. 1nclud1ng Baste Employment
and Earntngs Records
Telephone Account Number ltst\ng 2
Telephone and Vtsttor log Book 2
Ttme Cards 2
PAGE 8
RECORD
Tool Inventories
Tract lnfonnatton
Tratntng Report Log
Trunk l\ne Operatton & Matntenance Records
and Reports
User Fee Reports (by Parcel)
Unsuccessful Btdders• Proposals for
Constructton Contracts and Purchastng
Spec ttt cat tons
Unsuccessful Professtonal Servtces Proposals
from ftnns for destgn projects, studies or
reports
Uttltty Requests/Responses
. Vehicle Check-out Reports
Vehicle Reports to Auto Shop
Yendor.Ftles, Non-current
Wage Table Rates
Warehouse Order Reports
Warehouse Withdrawal Fonns
Water Data, Acttve and Jnacttve Compantes
(d) Or unt1l pr.oject '5 complete.
(e) Followlng expiration of Purchase Order.
NUMBER OF YEARS FOLLOWING COMPLETION AFTER WHICH RECORD MAY BE DESTROYED
Board
Admtntstrat ton Secretary's Personnel
De(!artment Offtce De(!artment
2
2
2
ftnance
De(!artment
2
2
2 (e)
2
2
Operattons &
Matntenance
De(!artment
2
3
2
2
2
Techntcal
Servtces
De(!artment
J
i
Engtneertng
De(!artment
5
3 (d) .
PAGE 9
RE CORO
West Newport (Kadane) Gas and Otl Flow
Records
Will-Serve letters
Wtnd Direction and Velocity Reports
' Work Order Requests
NUMBER Of YEARS FOLLOWING COMPLETION AFTER WHICH RECORD MAY BE DESTROYED
Admtntstratlon
Department
Board
Secretary• s
Office
Personnel
Department
Finance
Department
Operattons &
Maintenance
Department
2
5
2
Technical
Services
Department
Engineering
Department
3
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