Press Alt + R to read the document text or Alt + P to download or print.

No preview available

The URL can be used to link to this page

Home My WebLink About; ; Records Destruction Authorization Form-Finance; 2024-05-07This form documents the destruction of City records in accordance with the City of Carlsbad Records Management Program. Revised: 2021 P a g e | 1 DATE:.,2024 REQUESTING DEPARTMENT:FINANCE REQUESTER:BRIDGET DESMARAIS DESTRUCTION APPROVALS: We certify that the records listed below have been retained for the scheduled retention period, required audits have been completed, and no pending or ongoing litigation or investigation involving these records is known to exist. DEPT. HEAD/DIVISION MANAGER DATE RECORDS MANAGEMENT DATE CITY ATTORNEY DATE *If more spaces are needed fields in the table. DATE:______________ To be filled out once records have been destroyed. RECORD DESTRUCTION COMPLETED BY: _______________________ CERTIFICATE OF DESTRUCTION? YES NO TAB BARCODES DELETED BY: _____ _______________________________ DATE:______________ BOX NO. RECORDS DESCRIPTION DATED RRS NO. RRS PERIOD TAB BARCODE (if applicable) 62 boxes See attached spreadsheet 01/01/2016- 12/31/2016 ASDF-005 7 years N/A RECORDS DESTRUCTION AUTHORIZATION FORM Corodata 5/7/2024 x -- -- DATE SENT STATUS CATEGORY CONTENTS DATE RANGE DESTROY DATE RRS # ADDITIONAL INFO7/14/2017 At Corodata A/P - CC Statements 04/22/2016-04/22/2016 12/31/2023 ASDF-005 7/14/2017 At Corodata A/P - CC Statements 03/22/2016-03/22/2016 12/31/2023 ASDF-0057/14/2017 At Corodata A/P - CC Statements 02/22/2016-02/22/2016 12/31/2023 ASDF-005 7/14/2017 At Corodata A/P - CC Statements 01/22/2016-01/22/2016 12/31/2023 ASDF-0057/14/2017 At Corodata A/P - CC Statements 05/23/2016-05/23/2016 12/31/2023 ASDF-005 7/14/2017 At Corodata A/P - CC Statements 06/22/2016-06/22/2016 12/31/2023 ASDF-0057/14/2017 At Corodata A/P - CC Statements 07/22/2016-07/22/2016 12/31/2023 ASDF-005 7/14/2017 At Corodata A/P - CC Statements 12/22/2015-12/22/2015 12/31/2023 ASDF-00511/16/2017 At Corodata A/P FINANCE; ACCOUNT PAYABLE - AP BATCHES 12/31/2015-01/01/2016 12/31/2023 ASDF-005 2/27/2018 At Corodata A/P - Check Runs 00283380-00283606 01/14/2016-01/21/2016 12/31/2023 ASDF-005 EFT 64-69 2/27/2018 At Corodata A/P - Check Runs 00283607-00283832 01/21/2016-01/21/2016 12/31/2023 ASDF-005 EFT 70-72 2/27/2018 At Corodata A/P - Check Runs 00283833-00284243 01/28/2016-02/04/2016 12/31/2023 ASDF-005 EFT 73-78 2/27/2018 At Corodata A/P - Check Runs 002834244-00284470 02/04/2016-02/04/2016 12/31/2023 ASDF-005 EFT 79-82 2/27/2018 At Corodata A/P - Check Runs 00274471-00284718 02/11/2016-02/11/2016 12/31/2023 ASDF-005 EP 83-85 (EFTs) 2/27/2018 At Corodata A/P - Check Runs 00284719-00284978 02/18/2016-02/22/2016 12/31/2023 ASDF-005 EP 86-95 (EFTs) 2/27/2018 At Corodata A/P - Check Runs 00284979-00285257 02/25/2016-03/03/2016 12/31/2023 ASDF-005 EP 93-100 CH 1-139 (EFTs) 2/27/2018 At Corodata A/P - Check Runs 00285258-00285443 03/03/2016-03/10/2016 12/31/2023 ASDF-005 EP 101-102 CH 140-149 2/27/2018 At Corodata A/P - Check Runs 00285444-00285715 03/10/2016-03/17/2016 12/31/2023 ASDF-005 EP 103-113 2/27/2018 At Corodata A/P - Check Runs 00285716-00285929 03/17/2016-03/17/2016 12/31/2023 ASDF-005 EP 114-116 CH 14-1522/27/2018 At Corodata A/P - Check Runs 00285930-00286158 03/24/2016-04/01/2016 12/31/2023 ASDF-005 EP 117-128 CH 153-273 2/27/2018 At Corodata A/P - Check Runs 00286159-00286401 03/31/2016-04/07/2016 12/31/2023 ASDF-005 EP 129-141 CH 274-2812/27/2018 At Corodata A/P - Check Runs 00286402-00286629 04/07/2016-03/14/2016 12/31/2023 ASDF-005 EP 142-173 CH 282-283 2/27/2018 At Corodata A/P - Check Runs 00286630-00286826 04/14/2016-04/14/2016 12/31/2023 ASDF-005 EP 174-176 2/27/2018 At Corodata A/P - Check Runs 00286827-00287068 04/21/2016-04/21/2016 12/31/2023 ASDF-005 CP 187-198 7/12/2018 At Corodata A/P - Check Runs AP00287069-00287290, CH 284-409, EP 199-225 04/28/2016-04/28/2016 12/31/2023 ASDF-0057/12/2018 At Corodata A/P - Check Runs AP00287291-00287554, CH 410-413, EP 226-238 05/01/2016-05/05/2016 12/31/2023 ASDF-005 7/12/2018 At Corodata A/P - Check Runs AP00287555-00287804, CH 414-418, EP 239-260 05/12/2016-05/12/2016 12/31/2023 ASDF-0057/12/2018 At Corodata A/P - Check Runs AP00287805-00288029, CH 419-420, EP 261-275 05/19/2016-05/19/2016 12/31/2023 ASDF-005 7/12/2018 At Corodata A/P - Check Runs AP00288030-00288277, CH 421-542, EP 276-304 05/26/2016-06/02/2016 12/31/2023 ASDF-0057/12/2018 At Corodata A/P - Check Runs AP00288278-00288483, CH 543-554, EP 305-337 06/02/2016-06/09/2016 12/31/2023 ASDF-005 7/12/2018 At Corodata A/P - Check Runs AP00288484-00288698, EP 338-357 06/09/2016-06/09/2016 12/31/2023 ASDF-0057/12/2018 At Corodata A/P - Check Runs AP00288699-00288949, CH 555-561, EP 358-394 06/16/2016-06/23/2016 12/31/2023 ASDF-005 7/12/2018 At Corodata A/P - Check Runs AP00288950-00289134, CH 562-683, EP 395-414 06/23/2016-07/01/2016 12/31/2023 ASDF-0057/12/2018 At Corodata A/P - Check Runs AP00289135-00289350, EP 415-440 06/30/2016-07/01/2016 12/31/2023 ASDF-005 7/12/2018 At Corodata A/P - Check Runs AP00289351-00289553, CH 684-691, EP 441-474 07/07/2016-07/14/2016 12/31/2023 ASDF-005 7/12/2018 At Corodata A/P - Check Runs AP00289554-00289818, CH 692-695, EP 475-517 07/14/2016-07/21/2016 12/31/2023 ASDF-005 7/12/2018 At Corodata A/P - Check Runs AP00289819-00290084, EP 518-546 07/21/2016-07/21/2016 12/31/2023 ASDF-005 7/12/2018 At Corodata A/P - CC Statements OCTOBER 16 ADJUSTING BATCH CREDIT CARD STATEMENTS 10/24/2016-10/24/2016 12/31/2023 ASDF-005 7/12/2018 At Corodata A/P - CC Statements SEPTEMBER 16 ADJUSTING BATCH CREDIT CARD STATEMENTS 09/22/2017-09/22/2017 12/31/2023 ASDF-005 7/12/2018 At Corodata A/P - CC Statements AUGUST 17 ADJUSTING BATCH CREDIT CARD STATEMENTS 08/22/2016-08/22/2016 12/31/2023 ASDF-005 7/12/2018 At Corodata A/P - CC Statements NOVEMBER 16 ADJUSTING BATCH CREDIT CARD STATEMENTS 11/22/2016-11/22/2016 12/31/2023 ASDF-005 7/12/2018 At Corodata A/P - CC Statements DECEMBER 16 AJDUSTING BATCH CREDIT CARD STATEMENTS 12/22/2016-12/22/2016 12/31/2023 ASDF-005 10/17/2018 At Corodata A/P - Check Runs CH 694-814, EP 547-574 07/2820/16-07/28/2016 12/31/2023 ASDF-005 AP00290085-00290329 10/17/2018 At Corodata A/P - Check Runs CH 815-818, EP 575-615 08/01/2016-08/04/2016 12/31/2023 ASDF-005 AP00290330-00290526 10/17/2018 At Corodata A/P - Check Runs CH 819-830, EP 616-652 08/11/2016-08/18/2016 12/31/2023 ASDF-005 AP00290527-00290759 10/17/2018 At Corodata A/P - Check Runs CH 831-833, EP 653-697 08/18/2016-08/25/2016 12/31/2023 ASDF-005 AP00290760-00291150 10/17/2018 At Corodata A/P - Check Runs CH 834-950, EP 698-726 09/01/2016-09/01/2016 12/31/2023 ASDF-005 AP00291151-00291365 10/17/2018 At Corodata A/P - Check Runs CH 951-974, EP 727-774 09/01/2016-09/01/2016 12/31/2023 ASDF-005 AP00291366-00291749 10/17/2018 At Corodata A/P - Check Runs CH 975-976, EP 775-793 09/22/2016-09/22/2016 12/31/2023 ASDF-005 AP00291750-00291948 10/17/2018 At Corodata A/P - Check Runs CH 977-1101, EP 794-826 09/22/2016-10/01/2016 12/31/2023 ASDF-005 AP00291949-0029215010/17/2018 At Corodata A/P - Check Runs CH 1102-1110, EP 827-858 09/29/2016-10/13/2016 12/31/2023 ASDF-005 AP00292151-00292379 10/17/2018 At Corodata A/P - Check Runs EP 859-874 10/31/2016-10/13/2016 12/31/2023 ASDF-005 AP00292380-0029256810/17/2018 At Corodata A/P - Check Runs CH 1111-1237, EP 875-916 10/20/2016-11/01/2016 12/31/2023 ASDF-005 AP00292569-00292830 10/17/2018 At Corodata A/P - Check Runs CH 1238-1246, EP 917-942 10/27/2016-11/03/2016 12/31/2023 ASDF-005 AP00292831-0029303810/17/2018 At Corodata A/P - Check Runs CH 1247-1249, EP 943-982 11/03/2016-11/10/2016 12/31/2023 ASDF-005 AP00293039-00293227 10/17/2018 At Corodata A/P - Check Runs CH 1250-1256, EP 983-1011 11/10/2016-11/17/2016 12/31/2023 ASDF-005 AP00293228-0029346810/17/2018 At Corodata A/P - Check Runs CH 1257-1381, EP 1012-1058 11/17/2016-12/01/2016 12/31/2023 ASDF-005 AP00293469-00293713 10/17/2018 At Corodata A/P - Check Runs EP 1059-1091 12/01/2016-12/01/2016 12/31/2023 ASDF-005 AP00293714-0029394110/17/2018 At Corodata A/P - Check Runs CH 1382, EP 1092-1128 12/08/2016-12/08/2016 12/31/2023 ASDF-005 AP00293942-00294148 10/17/2018 At Corodata A/P - Check Runs CH 1383-1389, EP 1129-1171 12/15/2016-12/15/2016 12/31/2023 ASDF-005 AP00294149-0029439010/17/2018 At Corodata A/P - Check Runs CH 1390-1394, EP 1172-1213 12/22/2016-12/22/2016 12/31/2023 ASDF-005 AP00294391-00294634 8/13/2020 At Corodata A/P Reversed Checks/Zero Batches 01/01/2016-12/31/2016 12/31/2023 ASDF-005 This form documents the destruction of City records in accordance with the City of Carlsbad Records Management Program. Revised: 2021 P a g e | 1 DATE:.,2024 REQUESTING DEPARTMENT:FINANCE REQUESTER:BRIDGET DESMARAIS DESTRUCTION APPROVALS: We certify that the records listed below have been retained for the scheduled retention period, required audits have been completed, and no pending or ongoing litigation or investigation involving these records is known to exist. DEPT. HEAD/DIVISION MANAGER DATE RECORDS MANAGEMENT DATE CITY ATTORNEY DATE *If more spaces are needed will create more fields in the table. To be filled out once records have been destroyed. RECORD DESTRUCTION COMPLETED BY:___________________________DATE:______________ CERTIFICATE OF DESTRUCTION?YES NO TAB BARCODES DELETED BY:_____ _______________________________ DATE:______________ BOX NO. RECORDS DESCRIPTION DATED RRS NO. RRS PERIOD TAB BARCODE (if applicable) Ambulance reports/balancing/processing 01/01/2013- 12/31/2016 ASDF-155 5 years N/A RECORDS DESTRUCTION AUTHORIZATION FORM Corodata 5/7/2024 x -- -- This form documents the destruction of City records in accordance with the City of Carlsbad Records Management Program. Revised: 2021 P a g e | 1 DATE:.2024 REQUESTING DEPARTMENT:FINANCE REQUESTER:BRIDGET DESMARAIS DESTRUCTION APPROVALS: We certify that the records listed below have been retained for the scheduled retention period, required audits have been completed, and no pending or ongoing litigation or investigation involving these records is known to exist. DEPT. HEAD/DIVISION MANAGER DATE RECORDS MANAGEMENT DATE CITY ATTORNEY DATE *If more spaces are needed more fields in the table. To be filled out once records have been destroyed. RECORD DESTRUCTION COMPLETED BY:___________________________DATE:______________ CERTIFICATE OF DESTRUCTION?YES NO TAB BARCODES DELETED BY:_____ _______________________________ DATE:______________ BOX NO. RECORDS DESCRIPTION DATED RRS NO. RRS PERIOD TAB BARCODE (if applicable) 17324445 Bank Reconciliations 07/01/2015- 12/31/2015 ASDF-030 7 years N/A RECORDS DESTRUCTION AUTHORIZATION FORM Corodata 5/7/2024 x -- -- BARCODE DATE SENT STATUS CATEGORY CONTENTS DATE RANGE 17324445 10/17/2018 At Corodata Bank Reconciliation BANK RECS 07/01/2015-12/31/2015 DESTROY DATE RRS #ADDITIONAL INFO 12/31/2023 ASDF-030 This form documents the destruction of City records in accordance with the City of Carlsbad Records Management Program. Revised: 2021 P a g e | 1 DATE:.,2024 REQUESTING DEPARTMENT:FINANCE REQUESTER:BRIDGET DESMARAIS DESTRUCTION APPROVALS: We certify that the records listed below have been retained for the scheduled retention period, required audits have been completed, and no pending or ongoing litigation or investigation involving these records is known to exist. DEPT. HEAD/DIVISION MANAGER DATE RECORDS MANAGEMENT DATE CITY ATTORNEY DATE *If more spaces are needed To be filled out once records have been destroyed. RECORD DESTRUCTION COMPLETED BY:___________________________DATE:______________ CERTIFICATE OF DESTRUCTION?YES NO TAB BARCODES DELETED BY:_____ _______________________________ DATE:______________ BOX NO. RECORDS DESCRIPTION DATED RRS NO. RRS PERIOD TAB BARCODE (if applicable) 1732472 Journal entries FY 2015-16 ASDF-120 7 years N/A 1732474 Journal entries FY 2015-16 ASDF-120 7 years N/A 1732475 Journal entries FY 2015-16 ASDF-120 7 years N/A 1732477 Journal entries FY 2015-16 ASDF-120 7 years N/A RECORDS DESTRUCTION AUTHORIZATION FORM xxxxxxxxx 17324372 xxxxxxxxxx 17324374 xxxxxxxxx 17324375 xxxxxxxxx 17324377 Corodata 5/7/2024 x -- -- This form documents the destruction of City records in accordance with the City of Carlsbad Records Management Program. Revised: 2021 P a g e | 1 DATE:.,2024 REQUESTING DEPARTMENT:FINANCE REQUESTER:BRIDGET DESMARAIS DESTRUCTION APPROVALS: We certify that the records listed below have been retained for the scheduled retention period, required audits have been completed, and no pending or ongoing litigation or investigation involving these records is known to exist. DEPT. HEAD/DIVISION MANAGER DATE RECORDS MANAGEMENT DATE CITY ATTORNEY DATE *If more spaces are needed To be filled out once records have been destroyed. RECORD DESTRUCTION COMPLETED BY:___________________________DATE:______________ CERTIFICATE OF DESTRUCTION?YES NO TAB BARCODES DELETED BY:_____ _______________________________ DATE:______________ BOX NO. RECORDS DESCRIPTION DATED RRS NO. RRS PERIOD TAB BARCODE (if applicable) 17724975 Payroll FY 2015-16 ASDF-245 7 years N/A 17724976 Payroll FY 2015-16 ASDF-245 7 years N/A 17724977 Payroll FY 2015-16 ASDF-245 7 years N/A 17724978 Payroll FY 2015-16 ASDF-245 7 years N/A 17724979 Payroll FY 2015-16 ASDF-245 7 years N/A RECORDS DESTRUCTION AUTHORIZATION FORM Corodata 5/7/2024 x -- -- BARCODE DATE SENT STATUS CATEGORY CONTENTS DATE RANGE 17724975 8/13/2020t Corodata Payroll BiWeekly Payroll 11/26/2015-02/18/2016 17724976 8/13/2020t Corodata Payroll BiWeekly Payroll 03/03/2016-04/14/2016 17724977 8/13/2020t Corodata Payroll BiWeekly Payroll 04/28/2016-07/07/2016 17724978 8/13/2020t Corodata Payroll BiWeekly Payroll 07/21/2016-10/13/2016 17724979 8/13/2020t Corodata Payroll BiWeekly Payroll 10/27/2016-01/19/2017 1/29/2024 RRS #DESTROY DATE 12/31/2023 ASDF-245 12/31/2023 ASDF-245 12/31/2023 ASDF-245 12/31/2023 ASDF-245 12/31/2023 ASDF-245 This form documents the destruction of City records in accordance with the City of Carlsbad Records Management Program. Revised: 2021 P a g e | 1 DATE:,2024 REQUESTING DEPARTMENT:FINANCE REQUESTER:BRIDGET DESMARAIS DESTRUCTION APPROVALS: We certify that the records listed below have been retained for the scheduled retention period, required audits have been completed, and no pending or ongoing litigation or investigation involving these records is known to exist. DEPT. HEAD/DIVISION MANAGER DATE RECORDS MANAGEMENT DATE CITY ATTORNEY DATE *If more spaces are needed create more fields in the table. To be filled out once records have been destroyed. RECORD DESTRUCTION COMPLETED BY:___________________________DATE:______________ CERTIFICATE OF DESTRUCTION?YES NO TAB BARCODES DELETED BY:_____ _______________________________ DATE:______________ BOX NO. RECORDS DESCRIPTION DATED RRS NO. RRS PERIOD TAB BARCODE (if applicable) 18 boxes Utility Billing see attached spreadsheet 01/01/2016- 12/30/2016 ASDF-120 7 years N/A RECORDS DESTRUCTION AUTHORIZATION FORM Corodata 5/7/2024 x -- -- This form documents the destruction of City records in accordance with the City of Carlsbad Records Management Program. Revised: 2021 P a g e | 1 DATE:,2024 REQUESTING DEPARTMENT:FINANCE REQUESTER:BRIDGET DESMARAIS DESTRUCTION APPROVALS: We certify that the records listed below have been retained for the scheduled retention period, required audits have been completed, and no pending or ongoing litigation or investigation involving these records is known to exist. DEPT. HEAD/DIVISION MANAGER DATE RECORDS MANAGEMENT DATE CITY ATTORNEY DATE *If more spaces are needed create more fields in the table. To be filled out once records have been destroyed. RECORD DESTRUCTION COMPLETED BY:___________________________DATE:______________ CERTIFICATE OF DESTRUCTION?YES NO TAB BARCODES DELETED BY:_____ _______________________________ DATE:______________ BOX NO. RECORDS DESCRIPTION DATED RRS NO. RRS PERIOD TAB BARCODE (if applicable) See attached Cash Receipts 01/11/2016 12/13/2016 ASDF-180 7 YEARS N/A RECORDS DESTRUCTION AUTHORIZATION FORM Corodata 5/7/2024 -- -- BARCODE DATE SENT STATUS CATEGORY CONTENTS DATE RANGE DESTROY DATE RRS #ADDITIONAL INFO 17324278 7/14/2017 At Corodata Cash Receipts 01/11/2016-02/02/2016 12/31/2023 ASDF-180 17324295 7/14/2017 At Corodata Cash Receipts 05/09/2016-06/02/2016 12/31/2023 ASDF-180 17324296 7/14/2017 At Corodata Cash Receipts 06/03/2016-06/24/2016 12/31/2023 ASDF-180 17324297 7/14/2017 At Corodata Cash Receipts 06/25/2016-07/19/2016 12/31/2023 ASDF-180 17324298 7/14/2017 At Corodata Cash Receipts 04/13/2016-05/09/2016 12/31/2023 ASDF-180 17324299 7/14/2017 At Corodata Cash Receipts 03/22/2016-04/13/2016 12/31/2023 ASDF-180 17324300 7/14/2017 At Corodata Cash Receipts 02/03/2016-02/28/2016 12/31/2023 ASDF-180 17324301 7/14/2017 At Corodata Cash Receipts 06/08/2015-06/30/2015 12/31/2023 ASDF-180 17324302 7/14/2017 At Corodata Cash Receipts 07/20/2016-08/04/2016 12/31/2023 ASDF-180 17324303 7/14/2017 At Corodata Cash Receipts 02/29/2016-03/21/2016 12/31/2023 ASDF-180 17324355 2/27/2018 At Corodata Cash Receipts CASH RECEIPTS 10/20/2016-11/04/2016 12/31/2023 ASDF-180 17324356 2/27/2018 At Corodata Cash Receipts CASH RECEIPTS 09/03/2016-09/19/2016 12/31/2023 ASDF-180 17324357 2/27/2018 At Corodata Cash Receipts CASH RECEIPTS 08/17/2016-09/02/2016 12/31/2023 ASDF-180 17324358 2/27/2018 At Corodata Cash Receipts CASH RECEIPTS 10/14/2016-10/19/2016 12/31/2023 ASDF-180 17324359 2/27/2018 At Corodata Cash Receipts CASH RECEIPTS 09/20/2016-10/05/2016 12/31/2023 ASDF-180 17324360 2/27/2018 At Corodata Cash Receipts CASH RECEIPTS 08/05/2016-08/23/2016 12/31/2023 ASDF-180 17324361 2/27/2018 At Corodata Cash Receipts CASH RECEIPTS 11/23/2016-12/13/2016 12/31/2023 ASDF-180 17324366 2/27/2018 At Corodata Cash Receipts CASH RECEIPTS 11/04/2016-11/22/2016 12/31/2023 ASDF-180 17724912 12/27/2019 At Corodata Cash Receipts Cash receipts 06/18/2019-06/26/2016 12/31/2023 ASDF-180