COMPLETED BOARD ORDER"�|E
��36
Bef re the Board of Supervisors in and for the
ounty of Monterey, State of California
Approve an application and order for
destruction of designate Treasurer-Tax
Collector, Revenue Division records that are
no longer necessary for C unty purposes to
be retained, as set forth in the attached
Departmental Retention Ma ter List........
Upon motion of Supervisor alinas, seconded by Supervisor Calcagno, and carried by those
members present, the Board hereby;
Approved an applic ion and order for destruction of designated Treasurer-Tax
Collector, Revenue Division records that are no longer necessary for County
purposes to be retained, as set forth in the attached Departmental Retention
Master List.
PASSED AND ADOPTED on this 28th day of June, 2011, by the following vote, to wit:
AYES: Supervisors Cal agno, Salinas, and Parker
NOES: None
ABSENT: Supervisors A enta and Potter
I, Gail T. Borkowski, Clerk of tBoard of Supervisors of the County of Monterey, State of California, hereby
certify that the foregoing is a tru copy of an original order of said Board of Supervisors duly made and entered
in the minutes thereof of Minute ook 75 for the meeting on June 28, 2011.
Dated: July 5, 2011 Gail T. Borkowski, Clerk of the Board of Supervisors
County of Monterey, State of California
By
Deputy
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COMPLETED BOARD ORDER"�|E
��Treasurer-Tax Collector-Revenue Division
Departmental Retention Master List
Retention Period%Dis osition
Office of
Record Active Total
OFR) Title and Description in office) Retention* Media Location of Original
*Litigation, complaints and/or claims suspend normal retention period retention begins after final action settlement, or expiration of judgment)
Retention begins when the act is completed.
MC Revenue All paper records of accounts paid 2 years 2 years Ppr CUBS
Division in full.
MC Revenue Daily reports of payments
Division received. 2 years 2 years Ppr CUBS
MC Revenue Monthly reports of new accounts 2 years 2 years Ppr CUBS
Division added.
MC Revenue Account Adjustment forms. 2 years 2 years Ppr CUBS
Division
MC Revenue Accounts Payable, Vendor
Division Invoices 2 years 2 years Ppr CUBS
MC Revenue Receipts, deposit permits,cash
Division drawer daily balancing sheets and 2 years 2 years Ppr CUBS
monthly cash statements
MC Revenue Account Adjustment forms. 2 years 2 years Ppr CUBS
Division
MC Revenue Legal Liens/ Workers'
Division Compensation/Legal Claims 1 year 1 year Ppr Monterey County Civil Court NMC
MC Revenue Debtor correnspondences with 2 years 2 years Ppr Monterey Superior Court
Division related Court documents
C:\Documents and Settings\smithr\Desktop\Records Retention\Destruction Packet 6.11 \TTC_Departmental_Revenue Div- Retention Policy Doc List-06-1 1
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SIGNED BOARD REPORT"�|E
��MONTEREY COUNTY BOARD OF SUPERVISORS
MEETING: June 28, 2011 Consent 1h vote) AGENDA NO.:
SUBJECT: Approve an application and order for destruction of designated Treasurer-Tax
Collector, Revenue Division records that are no longer necessary for County
purposes to b~ retained, as set forth as attached.
DEPARTMENT: Treasurer-Tax Collector
RECOMMENDATION: j
It is recommended that the Board of Supervisors approve and authorize the destruction of
designated Treasurer-Tax Collector, Revenue Division records that are no longer necessary for
County purposes to be retained, as set forth as attached.
SUMMARY/DISCUSSIO
The Treasurer-Tax Collecto, Revenue Division is requesting the Board authorize the destruction
of records as set forth in the attached exhibit. Retention of these records is no longer necessary
for County purposes. They have been retained for the requisite number of years and/or electronic
copies have been created in accordance with applicable law, or they are simply not required to be
prepared, received, or retain d as a matter of law. The Treasurer-Tax Collector believes these
records can be destroyed at his time as they are unnecessary for the office's normal course of
business. Destruction will of have a negative impact on the operation of the Office, and will
result in a cost savings due tp not having to store obsolete and unnecessary documents in cold
storage. There is no curren litigation or audit outstanding regarding these files and records, and
there is no other legal, histo ical, or operational reason that these records need to be retained.
The Treasurer-Tax Collecto} is requesting that the identified records be destroyed as authorized
pursuant to Government Cole section 26201-26206.7, and that your Board discharge her and the
employees of her office from further custody of those records.
OTHER AGENCY INVOLVEMENT:
County Counsel has approv~d the Application and Order for destruction as to form.
FINANCING:
The Cost of the destruction Of these records will be paid by the existing Treasurer-Tax Collector,
Revenue Division funds allocated for Record's Retention account.
Prepared by:
Meryl Bryant
Finance Manager
831-755-5341
June 14, 2011
Approved by:
c,ee
r-Ta Collect
Enc. Revenue Division Retention Master List
Proposed Order
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