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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 />INTERNAL REVENUE <br />Form 1099 <br />Self-explanatory; filed by calendar year <br />Date Prepared <br />5 Years <br />Accounting & <br />SERVICE <br />Budget <br />JOURNAL VOUCHERS <br />Journal Vouchers <br />Documents used to manually post entries to <br />Date Prepared <br />10 years <br />Accounting & <br />general ledger/cost ledger <br />Budget <br />LABOR <br />PGIS Internal Service- Fund <br />List labor charged for PWA Project Management <br />-Run Date <br />10 years <br />Accounting & <br />86-Labor <br />employees by account number <br />Budget <br />PGIS Labor Distribution <br />List labor charges <br />Run Date <br />10 years <br />Accounting & <br />Report <br />Budget <br />Posting Errors <br />List labor charges "Unable to post' <br />Completion Date <br />1 Years <br />Accounting & <br />Budget <br />OVERHEAD <br />Indirect Cost <br />List indirect costs & overhead charges <br />Date Prepared <br />9-10 years <br />Accounting & <br />DISTRIBUTION <br />Budget <br />ACCOUNTING & BUDGET <br />PROJECTS <br />Contains Project Documents for grant <br />Completion Date <br />10 years <br />Accounting & <br />agreements, billing reimbursements, <br />Budget <br />Authorization to Proceed forms, grant <br />reimbursement check copies, Project and <br />Activity Analysis Reports <br />MUNICIPAL UTILITY <br />Refund check register <br />Municipal Utility Service refund checks <br />Date Issued <br />Current year + 3 <br />Accounting & <br />SERVICE <br />Years <br />Budget <br />PREVENTIVE <br />Elevator Repairs, Inspection <br />Elevator Repairs, Inspection & Preventive; <br />Life of Asset + 2 <br />State of CA, US <br />Building <br />MAINTENANCE <br />& Preventive Maintenance <br />Heating Ventilation & Air Conditioning; Chiller <br />EPA, SCAQMD <br />Maintenance <br />Repair; Air Conditioning Systems Refrigerant <br />Annual Fire Inspection, 5 <br />Inspection Reports <br />Life of Asset + 2 <br />State of CA <br />Building <br />Year Systems Inspection, <br />Maintenance <br />Annual Fire Extinguishers <br />Underground Storage Test <br />Maintenance of diesel, gasoline tanks at fire <br />Life of Asset + 2 <br />US EPA, State of <br />Building <br />Monthly and 3 Year <br />stations, police department and corporate yard. <br />CA, SCAQMD <br />Maintenance <br />Inspections <br />Emergency Generators, <br />Reports related to emergency power sources <br />Life of Asset + 2 <br />State of CA, <br />Building <br />Internal Combustion <br />and building fire pump operation <br />SCAQMD <br />Maintenance <br />Pressure Pumps Emission <br />and Maintenance <br />2of7 <br />