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RECORD CATEGORY RECORD SERIES <br />RECORD START  <br />DATE/RETENTION  <br />PERIOD <br />RECORD  <br />PERIOD <br />GOVT.  <br />CODE BOX NO. <br />Accounts Payable Vendor Payment <br />Documents <br />Beginning Grant  <br />Period + 10 years <br />FY2008‐09 34090 1‐19 <br />Accounts Payable Vendor Payment <br />Documents <br />Beginning Grant  <br />Period + 10 years <br />FY2010‐11 34090 26‐31 <br />Accounts Payable Vendor Claim Check <br />Register <br />Date Prepared  <br />+ 10 years <br />FY2005‐06 to  <br />FY2008‐09 <br />34090 32‐33 <br />Accounts Receivable Department Request <br />to Issue Accounts <br />Receivable Invoice <br />Date Received in  <br />Accounting  <br />+ 3 years <br />FY2015‐16 to  <br />FY2017‐18 <br />34090 46‐48 <br />Appropriation Adjustments Reports Date Prepared  <br />+ 3 years <br />FY2012‐13 to  <br />FY2016‐17 <br />34090 55 <br />Banks Daily Bank Balance <br />Report <br />Date Prepared  <br />+ 3 years <br />July 2015 to  <br />April 2018 <br />34090 49‐54 <br />Banks Statements & <br />Accounts <br />Reconcilement <br />Date Prepared  <br />+ 3 years <br />January 2015  <br />to May 2018 <br />34090 56 <br />Checks Voided / Canceled <br />Checks & Related <br />Reports <br />Audit Year  <br />+ 5 years <br />December  <br />2011 and prior <br />34090 57 <br />Housing Assistance Housing Payment <br />Register <br />Date Prepared  <br />+ 3 years <br />FY2007‐08 34090 36 <br />Housing Assistance Housing Payment <br />Register <br />Date Prepared  <br />+ 3 years <br />Prior to April  <br />2011 <br />34090 37 <br />Journal Vouchers Journal Vouchers Date Prepared  <br />+ 10 years <br />FY2008‐09 34090 34‐35 <br />Overhead Distribution Indirect Cost Date Prepared  <br />+ 10 years <br />Prior to  <br />FY2007‐08 <br />34090 38‐44 <br />Payroll Documentation Time Exception <br />Sheets <br />Date Prepared  <br />+ 3 years <br />FY2005‐06 to  <br />FY2008‐09 <br />34090 20‐25 <br />Purchasing Documentation Bid Proposals Completion Date  <br />+ 3 years <br />May 1995 34090 45 <br />Checks voided/canceled; issued by the  <br />City; Vendor  <br />Lists all bank‐cleared City checks; filed by  <br />name and by fiscal year <br />Original bid, bids received, bid list,  <br />advertising record <br />Labor expenditure charges to applicable  <br />Fund/Activity other than home account <br />List indirect cost & overhead charges <br />Documents used to manually post  <br />entries to general ledger/cost ledger <br />List addresses/payments amounts of  <br />Housing Assistance recipients <br />List addresses/payments amounts of  <br />Housing Assistance recipients <br />Supporting documentation for  <br />disbursements for City expenditures for  <br />grants or capital projects <br />Supporting documentation for  <br />disbursements for City expenditures for  <br />grants or capital projects <br />Source documentation of Accounts  <br />Receivable invoices from various  <br />departments <br />Lists weekly payments to vendors <br />Reports of daily banking activity <br />Changes to City budgets as approved by  <br />the City Council and/or City Manager <br />CITY OF SANTA ANA <br />March 2022 <br />OBSOLETE RECORDS DESTRUCTION SCHEDULE <br />FINANCE AND MANAGEMENT SERVICES AGENCY <br />RECORD DESCRIPTION