Laserfiche WebLink
City of Santa Ana Records Retention Schedule <br />FINANCE & MANAGEMENT SERVICES AGENCY <br />Exhibit E <br />RECORD CATEGORY <br />RECORD SERIES <br />RECORD DESCRIPTION <br />RECORD <br />START DATE <br />RETENTION <br />PERIOD <br />REMARKS <br />CUSTODIAN <br />BONDS <br />Bond Documents and <br />Revenue, Refunding and Financing of city <br />Audit + 4 <br />Administration <br />Schedules <br />projects <br />ACCOUNTS PAYABLE <br />Year -End Accrual <br />End of year accounts payable accruals; Annual <br />Date prepared <br />3 years <br />Accounting & <br />emission fee report for Corporate Yard - Rule <br />Budget <br />301 <br />Distribution Register AP175 <br />Lists of paid invoices by fund and activity <br />Run Date <br />10 Years <br />Accounting & <br />Budget <br />Vendor Payment <br />Supporting documentation for disbursements for <br />Beginning Grant <br />10 Years <br />Documents for Grants and <br />City expenditures for grants or capital projects <br />Period <br />Capital Projects <br />10 Years <br />Vender Claim Check <br />Lists weekly payments to vender <br />Date prepared <br />Accounting & <br />Register (AP265) <br />Budget <br />ACCOUNTS RECEIVABLE <br />Unpaid Billing <br />Lists unpaid billings <br />Date prepared <br />4 years <br />Accounting & <br />Budget <br />Collection Agency Reports <br />Lists Miscellaneous Accounts Receivable (MAR) <br />Date prepared <br />3 years <br />Accounting & <br />accounts sent to the City's designed collection <br />Budget <br />agency and the monthly status <br />Department Request to <br />Source documentation of Accounts Receivable <br />Date Received in <br />3 years <br />Issue Accounts Receivable <br />invoices from various departments <br />Accounting <br />Invoice <br />Transaction History Report <br />Accounts Receivable historical data <br />Run Date <br />5 Years <br />Accounting & <br />AR294 <br />Budget <br />APPROPRIATION <br />Reports <br />Changes to City budgets as approved by the <br />Date prepared <br />3 years <br />Accounting & <br />ADJUSTMENTS <br />City Council and/or City Manager;see also <br />Budget <br />General Records Schedule <br />AUDIT <br />Working papers <br />Audit documents; year-end financial work <br />Date prepared <br />3 years <br />Accounting & <br />papers <br />Budget <br />BANKS <br />Statements & Accounts <br />Lists all bank -cleared City checks; filed by name <br />Date prepared <br />3 years <br />Accounting & <br />Reconcilement <br />and by fiscal year <br />Budget <br />CAPITAL ASSET AND <br />Reports <br />All City Capital Assets <br />Date prepared <br />3 Years <br />Accounting & <br />PROPERTY TRANSFER <br />Budget <br />COMPREHENSIVE <br />Audited <br />General Purpose Financial Statements <br />Publication Date <br />15 Years <br />Accounting & <br />ANNUAL FINANCIAL <br />Budget <br />REPORT <br />GENERAL LEDGER <br />Expenditure and Revenue <br />Monthly and Fiscal Year Expenditure & Revenue <br />Period End Date <br />10 years <br />Accounting & <br />Reports <br />Reports <br />Budget <br />HOUSING ASSISTANCE <br />Housing Rayment Register <br />List addresses/payments amounts of Houseing <br />Date Prepared <br />3 Years <br />Accounting & <br />Assistance recipients <br />Budget <br />1 of 7 <br />