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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 />MUNICIPAL UTILITY <br />Billing Register Reports <br />Computerized reports detailing accounts billed & <br />Date Prepared <br />CU + 3 <br />GC34090 <br />Treasury <br />ACCOUNTS <br />respective charges <br />Work Orders <br />Investigations of water meter notices and meter <br />Date -Completed <br />CU + 3 <br />GC34090 <br />Treasury <br />exchanges <br />Customer files <br />Miscellaneous information / correspondence <br />Date Received <br />CU + 3 <br />GC34090 <br />Treasury <br />regarding customer accounts <br />Deposit Reports <br />List of Municipal Utility Service accounts that <br />Date Paid <br />CU + 3 <br />GC34090 <br />Treasury <br />have a de osit <br />Payment Report <br />Lists daily receipts processed via Treasury <br />Date Received <br />CU + 3 <br />GC34090 <br />Treasury <br />Cashiers to Municipal Utility Service accounts by <br />Payments <br />Daily receipts processed to Municipal Utility <br />Date Received <br />CU + 3 <br />GC34090 <br />Treasury <br />accounts by Service account number <br />Municipal Utility Services <br />Municipal Utility Service refund requests and <br />Date Prepared <br />CU + 3 <br />GC34090 <br />Treasury <br />backup information <br />MUNICIPAL UTILITY <br />Aging Report <br />Lists balances of all Municipal Utility Service <br />Date Prepared <br />CU + 3 <br />GC34090 <br />Treasury <br />ACCOUNTS (Cont'd) <br />accounts <br />PARAMEDIC <br />Billing Payments <br />Paramedic Billing payments received by <br />Date Received <br />CU + 3 <br />GC34090 <br />Treasury <br />Treasury <br />Register <br />Paramedic registers and related invoices <br />Date Received <br />CU + 3 <br />GC34090 <br />Treasury <br />PARKING CITATIONS <br />Collections <br />Itemization of citation payments collected by <br />Date Received <br />CU + 3 <br />Treasury <br />contract service agency <br />Register <br />Parking citation payments process by Treasury <br />Date Received <br />CU + 3 <br />Treasury <br />Staff <br />Amounts Written -off Report <br />List of parking citations written -off by DMV <br />Date Received <br />CU + 3 <br />Treasury <br />Citations Referred to DMV <br />Itemization of citations referred to DMV for <br />Date Prepared <br />CU + 3 <br />Treasury <br />collection <br />DMV Collections <br />DMV parking citation collections <br />Date Prepared <br />CU + 3 <br />Treasury <br />REFUND REQUESTS <br />Business Tax Office; Utility <br />Refund requests; includes supporting <br />Date Processed <br />CU + 3 <br />GC34090 <br />Treasury <br />Users Tax; & Misc. Refunds <br />documentation <br />TREASURY <br />Daily Treasurer's Reports <br />Report of daily revenues received with detail <br />Date Prepared <br />CU + 3 <br />Treasury <br />payment information and related working papers <br />Video Monitoring <br />Video monitoring of Treasury Cashiering area <br />Date of Recording <br />1 Year <br />GC34090.6 <br />Treasury <br />6 of 7 <br />