HomeMy WebLinkAbout; ; Records Destruction Authorization Form-Utilities; 2025-01-27RECORDS DESTRUCTION AUTHORIZATION FORM
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DATE: 8/29/2024
REQUESTING DEPARTMENT: UTILITIES REQUESTER: SHOSHANA AGUILAR-------------
DESTRUCTION APPROVALS:
We certify that the records listed below have been retained for the scheduled retention period, required audits have been
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DATE CITY ATTORNEY DATE
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BOX NO. RECORDS DESCRIPTION DATED RRS NO. RRS TAB BARCODE
PERIOD (If applicable)
Agreements & Contracts: ADMINISTRATIVE FILES (with Completion+ Grant 10 years of
Funding) CW-025 After Funding 1 BOX (Agreements, loan disbursement 2005 Agency Audit, N/A If required, requests and correspondence and whichever Is Inspection services) longer
'If more spaces are needed, cl/ck In the last box In right hand corner of table and hit "tab". This w/11 create more fields In the table.
To be filled out once records have been destroyed.
RECORD DESTRUCTION COMPLETED BY: __________ _
CERTIFICATE OF DESTRUCTION? 0 YES
TAB BARCODES DELETED BY:
0 NO
DATE: _____ _
DATE:
This form documents the destruction of City records In accordance with the City of Carlsbad Records Management Program.
{_ Cityuf Carlsbad Revised: 2021
Page /1
CORODATA 1/27/2025
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Project Number Project
3903-030 Encina Basin Water Reclamation Phase 2
From:
To:
Shoshana Aquilar
pat Downie
Subject:
Date:
FW: loan 7403903-110-document retention question
Monday, September 25, 2023 9:53:23 AM
Attachments: State Water Resources Control Board: 2005-06-01: 04-812-550-0.pdf
Hi, Pat. I checked the agreement, attached, per below. We do not need to save the records in hard
copy. The boxes at Corodata can be destroyed. Thank you again very much to you and your team for
your assistance!
Shoshana
From: Thrasher, Travis@Waterboards <Travis.Thrasher@Waterboards.ca.gov>
Sent: Tuesday, March 1, 2022 11:06 AM
To: Shoshana Aguilar <Shoshana.Aguilar@carlsbadca.gov>
Cc: Kristopher Martinez <Kristopher.Martinez@carlsbadca.gov>
Subject: RE: loan 7403903-110-document retention question
Hello Shoshana,
You guys should be fine saving everything electronically. You may want to check the agreement to
make sure there is nothing specific that may be required to be saved as a hard copy, but I would be
surprised. Electronic files should suffice in most cases. Thank you,
Travis Thrasher
Water Resource Control Engineer
State Water Resources Control Board
Division of Financial Assistance
Travis. Thrasher@Waterboards.ca.gov
From: Shoshana Aguilar <Shoshana.Aguilar@carlsbadca.gov>
Sent: Monday, February 28, 2022 4:11 PM
To: Thrasher, Travis@Waterboards <Travis.Thrasher@Waterboards.ca.goy>
Cc: Kristopher Martinez <Kristopher.Martjnez@car!sbadca.gov>
Subject: loan 7403903-110-document retention question
EXTERNAL:
Hi, Travis. Here in Carlsbad we have retained dozens of boxes of hard copy files related to an earlier
SRF project, which I believe was under loan 7403903-110. I think we are already making payments
against this one. Do you know if we can save the files electronically only, or are we obligated to
retain hard copy? Thank you.
Shoshana
Shoshana Aguilar
CERTIFICATE OF DESTRUCTION & RECYCLING
This Certificate is presented to: CITY OF CARLSBAD - RECORDS MANAGEMENT DIVISION
Per the express request of Client, Corodata has received the Material referred to below and has/will destroy and then
recycle said Material in accordance with its standard procedures. As the parties have agreed, Corodata will not
inventory, record or track any information contained within or related to the Material.
Account #(s)SD012455
Certificate #104891
Date Issued Tuesday, January 28, 2025
Service Locations 5815 EL CAMINO REAL
Date Range of Service Jan-27-2025 thru Jan-27-2025
Work Ticket(s)1441119
Quantity/Item 106 -106 Boxes for Destruction (standard)
* Nothing in this certificate shall be deemed to modify the terms of the parties’ Service Agreement(s) or Work Ticket(s).
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