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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 />Deletion Records <br />Deleted and/or cancelled accounts <br />Date Cancelled <br />T + 3 <br />GC34090 <br />Treasury <br />Gross Receipts & Variable <br />Business License Tax statements filed by <br />Date -Received <br />CU + 3 <br />GC34090 <br />Treasury <br />Assessment Statements <br />business operators <br />Miscellaneous Receipts <br />Receipts for miscellaneous payments. <br />Date Prepared <br />CU + 3 <br />GC34090 <br />Treasury <br />Original Applications <br />Original business license tax application. <br />Date Received <br />T + 3 <br />GC34090 <br />Treasury <br />Payment Records <br />Statements relating to calculation and payment <br />Date Received <br />CU + 3 <br />GC34090 <br />Treasury <br />of business license tax. <br />Renewal Registration <br />Statements relating to business owner <br />Date Received <br />CU + 3 <br />GC34090 <br />Treasury <br />Records <br />information. <br />Payments / Daily Cash <br />Business License Tax payments received and <br />Date Received <br />CU + 3 <br />GC34090 <br />Treasury <br />Receipts <br />processed via Treasury cashiers. <br />CHECKS <br />Voided / Canceled Checks <br />Check voided/canceled; issued by the City; <br />Date Issued <br />AU + 5 <br />GC34090; CCP <br />Treasury <br />& Related Reports <br />includes Housing Authority, Workers <br />337 <br />Compensation, Payroll and Vendor; includes <br />checks voided as a result of printer <br />misalignment <br />Paid <br />Paid checks issued by the City; includes <br />Date Issued <br />AU + 5 <br />GC34090; CCP <br />Treasury <br />Housing Authority, Workers Compensation, <br />337 <br />Payroll and Vendor checks <br />Transmission of all checks <br />List of all City check issued to allow bank to <br />Date Issued <br />CU + 2 <br />GC34090.7 <br />Treasury <br />issued by City to Bank <br />clear check through account for Positive Pay <br />DOG LICENSES <br />Original Applications <br />Application for Dog License; Including Rabies <br />Date Received <br />CU + 3 <br />GC34090 <br />Treasury <br />Vaccination records <br />Reports <br />Daily payment information; unpostables; <br />Date Received <br />CU + 3 <br />GC34090 <br />Treasury <br />renewal; noncompliance; tag list; penalties <br />Payments / Daily Cash <br />Dog License payments received and processed <br />Date Received <br />CU + 3 <br />GC34090 <br />Treasury <br />Receipts <br />via Treasury Cashiers. <br />Cancellations <br />Dog Licenses cancelled <br />Date Received <br />T + 3 <br />GC34090 <br />Treasury <br />HOTEL VISITORS TAX <br />Filing Records <br />Original Registration <br />Registration Date <br />T + 3 <br />GC34090 <br />Treasury <br />Payment Records <br />Monthly filings and remittances <br />Date Received <br />CU + 3 <br />GC34090 <br />Treasury <br />WATER ACCOUNTS <br />Applications for Service <br />Original copies of applications for installation of <br />Installation date of <br />CU + 3 <br />Treasury <br />new water service originated by Public Works <br />water service <br />5 of 7 <br />