HomeMy WebLinkAbout; ; Records Destruction Authorization Form-Finance; 2022-06-30This form documents the destruction of City records in accordance with the City of Carlsbad Records Management Program.
Revised: 3/15/2022
DATE: MARCH 15,2022
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.
DEPARTMENT HEAD: DATE RECORDS MANAGEMENT: DATE CITY ATTORNEY: DATE
*If more spaces are needed, click in the last box in right hand corner of table and hit “tab”. This 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
SMEADSOFT BARCODES DELETED BY:_____ ________________________ DATE:______________
BOX NO. RECORDS DESCRIPTION DATED RRS NO. RRS PERIOD
TAB BARCODE
(if applicable)
17324331 Finance; A/R Billings 06/30/2013-6/30/2014 ASDF-150 5 years N/A
17324327 Finance; A/R Billings 07/01/14-06/30/15 ASDF-150 5 years
17324328 Finance; A/R Billings 07/01/15-06/30/16 ASDF-150 5 years
RECORDS DESTRUCTION AUTHORIZATION FORM
1
Lauren Rogers
From:Cheryl Gerhardt
Sent:Tuesday, February 1, 2022 4:52 PM
To:Lauren Rogers
Cc:Bridget Desmarais
Subject:RE: Records Destruction 12/31/21
Attachments:Corodata Destroy 12.31.21 - AR.pdf
Follow Up Flag:Follow Up
Flag Status:Completed
See attached, OK to destroy
From:Lauren Rogers
Sent:Tuesday, February 1, 2022 11:06 AM
To:Cheryl Gerhardt <Cheryl.Gerhardt@carlsbadca.gov>
Cc:Bridget Desmarais <Bridget.Desmarais@carlsbadca.gov>
Subject:RE: Records Destruction 12/31/21
I forgot one here is the last spreadsheet
From:Lauren Rogers
Sent:Tuesday, February 1, 2022 10:55 AM
To:Cheryl Gerhardt <Cheryl.Gerhardt@CarlsbadCA.gov>
Cc:Bridget Desmarais (Bridget.Desmarais@carlsbadca.gov) <Bridget.Desmarais@carlsbadca.gov>
Subject:Records Destruction 12/31/21
Hi Cheryl,
Please review the attached lists of boxes that are ready for destruction per the Records Retention Schedule.
If there are any issues or discrepancies, please make any notes
If there are NO changes, please initial/sign each spreadsheet and return to Lauren and we will prepare the boxes
for destruction.
Thank you,
Lauren Rogers
Admin Assistant
Administrative Services
1635 Faraday Avenue
Carlsbad, CA 92008
760 602 2425
lauren.rogers@carlsbadca.gov
CG 2/1/22
This form documents the destruction of City records in accordance with the City of Carlsbad Records Management Program.
Revised: 3/15/2022
DATE: MARCH 15,2022
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.
DEPARTMENT HEAD: DATE RECORDS MANAGEMENT: DATE CITY ATTORNEY: DATE
*If more spaces are needed, click in the last box in right hand corner of table and hit “tab”. This 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
SMEADSOFT BARCODES DELETED BY:_____ ________________________ DATE:______________
BOX NO. RECORDS DESCRIPTION DATED RRS NO. RRS PERIOD
TAB BARCODE
(if applicable)
17393683 BANK ACCOUNT RECONCILIATIONS 07/01/2013-12/31/2013
ASDF-030 7 years N/A
17393595 BANK ACCOUNT RECONCILIATIONS 01/01/2014-06/30/2014
ASDF-030 7 years
RECORDS DESTRUCTION AUTHORIZATION FORM
1
Lauren Rogers
From:Kim Riboni
Sent:Thursday, February 10, 2022 12:00 PM
To:Lauren Rogers
Cc:Bridget Desmarais
Subject:RE: Records Destruction 12/31/21
Attachments:Corodata Destroy 12.31.21.pdf
Follow Up Flag:Follow Up
Flag Status:Completed
Hi Lauren
See attached with signatures.
Kim
From:Lauren Rogers <Lauren.Rogers@carlsbadca.gov>
Sent:Tuesday, February 1, 2022 11:08 AM
To:Kim Riboni <Kim.Riboni@carlsbadca.gov>
Cc:Bridget Desmarais <Bridget.Desmarais@carlsbadca.gov>
Subject:Records Destruction 12/31/21
Hi Kim,
Please review the attached lists of boxes that are ready for destruction per the Records Retention Schedule.
If there are any issues or discrepancies, please make any notes
If there are NO changes, please initial/sign each spreadsheet and return to Lauren and we will prepare the boxes
for destruction.
Thank you,
Lauren Rogers
Admin Assistant
Administrative Services
1635 Faraday Avenue
Carlsbad, CA 92008
760 602 2425
lauren.rogers@carlsbadca.gov
This form documents the destruction of City records in accordance with the City of Carlsbad Records Management Program.
Revised: 3/15/2022
DATE: MARCH.15,2022
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.
DEPARTMENT HEAD: DATE RECORDS MANAGEMENT: DATE CITY ATTORNEY: DATE
*If more spaces are needed, click in the last box in right hand corner of table and hit “tab”. This 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
SMEADSOFT BARCODES DELETED BY:_____ ________________________ DATE:______________
BOX NO. RECORDS DESCRIPTION DATED RRS NO. RRS PERIOD
TAB BARCODE
(if applicable)
17324257 BUDGET ENTRIES 07/01/2014-06/30/2015 ASDF-1 5 Years N/A
17324258 BUDGET ENTRIES 06/26/2013-08/15/2014 ASDF-1 5 Years N/A
17393862 BUDGET ENTRIES 07/01/2012 - 06/30/2013 ASDF-1 5 Years N/A
RECORDS DESTRUCTION AUTHORIZATION FORM
1
Lauren Rogers
From:Roxanne Muhlmeister
Sent:Monday, February 21, 2022 7:17 PM
To:Lauren Rogers
Subject:FW: Records Destruction 12/31/21
Attachments:Corodata Destroy 12.31.21 - Budget Entries.pdf; Corodata Destroy 12.31.21 - Journal Entries.pdf;
Corodata Destroy 12.31.21 - Other.pdf
Follow Up Flag:Follow Up
Flag Status:Completed
Hi, I dont have any issue with these being destroyed. If you need me to initial and sign them would you please send
them to me using docusign? Thanks.
Roxanne Muhlmeister
Finance Department
442 339 2417
From:Lauren Rogers <Lauren.Rogers@carlsbadca.gov>
Sent:Tuesday, February 1, 2022 11:11 AM
To:Roxanne Muhlmeister <Roxanne.Muhlmeister@carlsbadca.gov>
Cc:Bridget Desmarais <Bridget.Desmarais@carlsbadca.gov>
Subject:Records Destruction 12/31/21
Hi Roxanne,
Please review the attached lists of boxes that are ready for destruction per the Records Retention Schedule.
If there are any issues or discrepancies, please make any notes
If there are NO changes, please initial/sign each spreadsheet and return to Lauren and we will prepare the boxes
for destruction.
Thank you,
Lauren Rogers
Admin Assistant
Administrative Services
1635 Faraday Avenue
Carlsbad, CA 92008
760 602 2425
lauren.rogers@carlsbadca.gov
This form documents the destruction of City records in accordance with the City of Carlsbad Records Management Program.
Revised: 3/15/2022
DATE: MARCH 15,2022
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.
DEPARTMENT HEAD: DATE RECORDS MANAGEMENT: DATE CITY ATTORNEY: DATE
*If more spaces are needed, click in the last box in right hand corner of table and hit “tab”. This 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
SMEADSOFT BARCODES DELETED BY:_____ ________________________ DATE:______________
BOX NO. RECORDS DESCRIPTION DATED RRS NO. RRS PERIOD
TAB BARCODE
(if applicable)
38 boxes SEE ATTACHED SPREADSHEET 07/01/12-06/31/14 ASDF-180 5 years N/A
RECORDS DESTRUCTION AUTHORIZATION FORM
1
Lauren Rogers
From:Cheryl Gerhardt
Sent:Tuesday, February 1, 2022 4:51 PM
To:Lauren Rogers
Cc:Bridget Desmarais
Subject:RE: Records Destruction 12/31/21
Attachments:Corodata Destroy 12.31.21 - Utility Billing.pdf; Corodata Destroy 12.31.21 - Cash Receipts.pdf
Follow Up Flag:Follow Up
Flag Status:Completed
See attached. Fine to destroy
From:Lauren Rogers
Sent:Tuesday, February 1, 2022 10:55 AM
To:Cheryl Gerhardt <Cheryl.Gerhardt@carlsbadca.gov>
Cc:Bridget Desmarais <Bridget.Desmarais@carlsbadca.gov>
Subject:Records Destruction 12/31/21
Hi Cheryl,
Please review the attached lists of boxes that are ready for destruction per the Records Retention Schedule.
If there are any issues or discrepancies, please make any notes
If there are NO changes, please initial/sign each spreadsheet and return to Lauren and we will prepare the boxes
for destruction.
Thank you,
Lauren Rogers
Admin Assistant
Administrative Services
1635 Faraday Avenue
Carlsbad, CA 92008
760 602 2425
lauren.rogers@carlsbadca.gov
CG 2/1/22
This form documents the destruction of City records in accordance with the City of Carlsbad Records Management Program.
Revised: 3/15/2022
DATE: MARCH 15,2022
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.
DEPARTMENT HEAD: DATE RECORDS MANAGEMENT: DATE CITY ATTORNEY: DATE
*If more spaces are needed, click in the last box in right hand corner of table and hit “tab”. This 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
SMEADSOFT BARCODES DELETED BY:_____ ________________________ DATE:______________
BOX NO. RECORDS DESCRIPTION DATED RRS NO. RRS PERIOD
TAB BARCODE
(if applicable)
17324305 FIXED ASSETS 07/01/2012-06/30/2014 ASDF-095 7 years N/A
17324306 FIXED ASSETS 07/01/2013-06/30/2014 ASDF-095 7 years N/A
RECORDS DESTRUCTION AUTHORIZATION FORM
1
Lauren Rogers
From:Kim Riboni
Sent:Thursday, February 10, 2022 12:00 PM
To:Lauren Rogers
Cc:Bridget Desmarais
Subject:RE: Records Destruction 12/31/21
Attachments:Corodata Destroy 12.31.21.pdf
Follow Up Flag:Follow Up
Flag Status:Completed
Hi Lauren
See attached with signatures.
Kim
From:Lauren Rogers <Lauren.Rogers@carlsbadca.gov>
Sent:Tuesday, February 1, 2022 11:08 AM
To:Kim Riboni <Kim.Riboni@carlsbadca.gov>
Cc:Bridget Desmarais <Bridget.Desmarais@carlsbadca.gov>
Subject:Records Destruction 12/31/21
Hi Kim,
Please review the attached lists of boxes that are ready for destruction per the Records Retention Schedule.
If there are any issues or discrepancies, please make any notes
If there are NO changes, please initial/sign each spreadsheet and return to Lauren and we will prepare the boxes
for destruction.
Thank you,
Lauren Rogers
Admin Assistant
Administrative Services
1635 Faraday Avenue
Carlsbad, CA 92008
760 602 2425
lauren.rogers@carlsbadca.gov
This form documents the destruction of City records in accordance with the City of Carlsbad Records Management Program.
Revised: 3/15/2022
DATE: MARCH 15,2022
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.
DEPARTMENT HEAD: DATE RECORDS MANAGEMENT: DATE CITY ATTORNEY: DATE
*If more spaces are needed, click in the last box in right hand corner of table and hit “tab”. This 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
SMEADSOFT BARCODES DELETED BY:_____ ________________________ DATE:______________
BOX NO. RECORDS DESCRIPTION DATED RRS NO. RRS PERIOD
TAB BARCODE
(if applicable)
7 BOXES
JOURNAL ENTRIES
SEE ATTACHED SPREADSHEET 07/03/2013-10/14/2014 ASDF -120 7 Year N/A
RECORDS DESTRUCTION AUTHORIZATION FORM
1
Lauren Rogers
From:Roxanne Muhlmeister
Sent:Monday, February 21, 2022 7:17 PM
To:Lauren Rogers
Subject:FW: Records Destruction 12/31/21
Attachments:Corodata Destroy 12.31.21 - Budget Entries.pdf; Corodata Destroy 12.31.21 - Journal Entries.pdf;
Corodata Destroy 12.31.21 - Other.pdf
Follow Up Flag:Follow Up
Flag Status:Completed
Hi, I dont have any issue with these being destroyed. If you need me to initial and sign them would you please send
them to me using docusign? Thanks.
Roxanne Muhlmeister
Finance Department
442 339 2417
From:Lauren Rogers <Lauren.Rogers@carlsbadca.gov>
Sent:Tuesday, February 1, 2022 11:11 AM
To:Roxanne Muhlmeister <Roxanne.Muhlmeister@carlsbadca.gov>
Cc:Bridget Desmarais <Bridget.Desmarais@carlsbadca.gov>
Subject:Records Destruction 12/31/21
Hi Roxanne,
Please review the attached lists of boxes that are ready for destruction per the Records Retention Schedule.
If there are any issues or discrepancies, please make any notes
If there are NO changes, please initial/sign each spreadsheet and return to Lauren and we will prepare the boxes
for destruction.
Thank you,
Lauren Rogers
Admin Assistant
Administrative Services
1635 Faraday Avenue
Carlsbad, CA 92008
760 602 2425
lauren.rogers@carlsbadca.gov
This form documents the destruction of City records in accordance with the City of Carlsbad Records Management Program.
Revised: 3/15/2022
DATE: MARCH 15,2022
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.
DEPARTMENT HEAD: DATE RECORDS MANAGEMENT: DATE CITY ATTORNEY: DATE
*If more spaces are needed, click in the last box in right hand corner of table and hit “tab”. This 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
SMEADSOFT BARCODES DELETED BY:_____ ________________________ DATE:______________
BOX NO. RECORDS DESCRIPTION DATED RRS NO. RRS PERIOD
TAB BARCODE
(if applicable)
17724814 CIP ACCOUNTING WORK PAPERS –
COASTAL RAIL TRAIL CIP 3455,4012 1997-2014 N/A
RECORDS DESTRUCTION AUTHORIZATION FORM
1
Lauren Rogers
From:Roxanne Muhlmeister
Sent:Monday, February 21, 2022 7:17 PM
To:Lauren Rogers
Subject:FW: Records Destruction 12/31/21
Attachments:Corodata Destroy 12.31.21 - Budget Entries.pdf; Corodata Destroy 12.31.21 - Journal Entries.pdf;
Corodata Destroy 12.31.21 - Other.pdf
Follow Up Flag:Follow Up
Flag Status:Completed
Hi, I dont have any issue with these being destroyed. If you need me to initial and sign them would you please send
them to me using docusign? Thanks.
Roxanne Muhlmeister
Finance Department
442 339 2417
From:Lauren Rogers <Lauren.Rogers@carlsbadca.gov>
Sent:Tuesday, February 1, 2022 11:11 AM
To:Roxanne Muhlmeister <Roxanne.Muhlmeister@carlsbadca.gov>
Cc:Bridget Desmarais <Bridget.Desmarais@carlsbadca.gov>
Subject:Records Destruction 12/31/21
Hi Roxanne,
Please review the attached lists of boxes that are ready for destruction per the Records Retention Schedule.
If there are any issues or discrepancies, please make any notes
If there are NO changes, please initial/sign each spreadsheet and return to Lauren and we will prepare the boxes
for destruction.
Thank you,
Lauren Rogers
Admin Assistant
Administrative Services
1635 Faraday Avenue
Carlsbad, CA 92008
760 602 2425
lauren.rogers@carlsbadca.gov
This form documents the destruction of City records in accordance with the City of Carlsbad Records Management Program.
Revised: 3/15/2022
DATE: MARCH 15,2022
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.
DEPARTMENT HEAD: DATE RECORDS MANAGEMENT: DATE CITY ATTORNEY: DATE
*If more spaces are needed, click in the last box in right hand corner of table and hit “tab”. This 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
SMEADSOFT BARCODES DELETED BY:_____ ________________________ DATE:______________
BOX NO. RECORDS DESCRIPTION DATED RRS NO. RRS PERIOD
TAB BARCODE
(if applicable)
17393787 PAYROLL 8/21/2014 ASDF-24 Separation +
7 years
17393801 PAYROLL 01/23/2014-01/30/2014 ASDF-24 Separation +
7 years
17393807 PAYROLL 07/24/14-07/24/14 ASDF-24 Separation +
7 years
17393820 PAYROLL 04/02/2014-04/08/2014 ASDF-24 Separation +
7 years
17393914 PAYROLL 02/03/2014-08/03/2014 ASDF-24 Separation +
7 years
17393927 PAYROLL 08/07/14-08/14/14 ASDF-24 Separation +
7 years
17393996 PAYROLL 08/05/2013 - 02/02/2014 ASDF-24 Separation +
7 years
RECORDS DESTRUCTION AUTHORIZATION FORM
1
Lauren Rogers
From:Tracy Harrison
Sent:Thursday, February 17, 2022 1:18 PM
To:Lauren Rogers
Subject:Re: Records Destruction 12/31/21
I did. I printed, signed and placed the paper in your in box.
Sent from my iPhone
On Feb 17, 2022, at 10:34 AM, Lauren Rogers <Lauren.Rogers@carlsbadca.gov> wrote:
Hi Tracy,
Just wanted to follow up to see if you had a chance to review the list for the boxes that are ready for
destruction?
Thank you,
Lauren Rogers
Admin Assistant
Administrative Services
1635 Faraday Avenue
Carlsbad, CA 92008
760 602 2425
lauren.rogers@carlsbadca.gov
From:Lauren Rogers
Sent:Tuesday, February 1, 2022 10:57 AM
To:Tracy Harrison <Tracy.Harrison@carlsbadca.gov>; Michele Tackett
<Michele.Tackett@CarlsbadCA.gov>
Cc:Bridget Desmarais (Bridget.Desmarais@carlsbadca.gov) <Bridget.Desmarais@carlsbadca.gov>
Subject:Records Destruction 12/31/21
Hi Tracy,
Please review the attached lists of boxes that are ready for destruction per the Records Retention
Schedule.
If there are any issues or discrepancies, please make any notes
2
If there are NO changes, please initial/sign each spreadsheet and return to Lauren and we will
prepare the boxes for destruction.
Thank you,
Lauren Rogers
Admin Assistant
Administrative Services
1635 Faraday Avenue
Carlsbad, CA 92008
760 602 2425
lauren.rogers@carlsbadca.gov
This form documents the destruction of City records in accordance with the City of Carlsbad Records Management Program.
Revised: 3/15/2022
DATE: MARCH 15,2022
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.
DEPARTMENT HEAD: DATE RECORDS MANAGEMENT: DATE CITY ATTORNEY: DATE
*If more spaces are needed, click in the last box in right hand corner of table and hit “tab”. This 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
SMEADSOFT BARCODES DELETED BY:_____ ________________________ DATE:______________
BOX NO. RECORDS DESCRIPTION DATED RRS NO. RRS PERIOD
TAB BARCODE
(if applicable)
17324218 UTILITY BILLING 06/01/2014-08/2014 ASDF-120 7 years
17324219 UTILITY BILLING 09/2014-11/2014 ASDF-120 7 years
17393596 UTILITY BILLING
01/09/2014 02/31/2014 ASDF-120 7 years
17324330 UTILITY BILLING 01/01/2010-12/31/2013 ASDF-120 7 years
RECORDS DESTRUCTION AUTHORIZATION FORM
1
Lauren Rogers
From:Cheryl Gerhardt
Sent:Tuesday, February 1, 2022 4:51 PM
To:Lauren Rogers
Cc:Bridget Desmarais
Subject:RE: Records Destruction 12/31/21
Attachments:Corodata Destroy 12.31.21 - Utility Billing.pdf; Corodata Destroy 12.31.21 - Cash Receipts.pdf
Follow Up Flag:Follow Up
Flag Status:Completed
See attached. Fine to destroy
From:Lauren Rogers
Sent:Tuesday, February 1, 2022 10:55 AM
To:Cheryl Gerhardt <Cheryl.Gerhardt@carlsbadca.gov>
Cc:Bridget Desmarais <Bridget.Desmarais@carlsbadca.gov>
Subject:Records Destruction 12/31/21
Hi Cheryl,
Please review the attached lists of boxes that are ready for destruction per the Records Retention Schedule.
If there are any issues or discrepancies, please make any notes
If there are NO changes, please initial/sign each spreadsheet and return to Lauren and we will prepare the boxes
for destruction.
Thank you,
Lauren Rogers
Admin Assistant
Administrative Services
1635 Faraday Avenue
Carlsbad, CA 92008
760 602 2425
lauren.rogers@carlsbadca.gov
This form documents the destruction of City records in accordance with the City of Carlsbad Records Management Program.
Revised: 3/15/2022
DATE: MARCH 15,2022
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.
DEPARTMENT HEAD: DATE RECORDS MANAGEMENT: DATE CITY ATTORNEY: DATE
*If more spaces are needed, click in the last box in right hand corner of table and hit “tab”. This 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
SMEADSOFT BARCODES DELETED BY:_____ ________________________ DATE:______________
BOX NO. RECORDS DESCRIPTION DATED RRS NO. RRS PERIOD
TAB BARCODE
(if applicable)
44 boxes
ACCOUNTS PAYABLE
SEE ATTACHED SPREADSHEETS 2014 ASDF-005 7 Years N/A
RECORDS DESTRUCTION AUTHORIZATION FORM
1
Lauren Rogers
From:Vanessa Abarca
Sent:Monday, February 7, 2022 12:11 PM
To:Lauren Rogers; Michele Tackett
Cc:Bridget Desmarais
Subject:RE: Records Destruction 12/31/21
Attachments:Corodata Destroy 12.31.21 - AP.pdf
Follow Up Flag:Follow Up
Flag Status:Completed
Hi Lauren,
There are no changes and these are all good to go.Ive electronically initialed/signed the spreadsheet attached. Let me
know if you have any questions. Thank you!
Best Regards,
Vanessa Abarca
Accounting Technician
City of Carlsbad
1635 Faraday Ave
Carlsbad, CA 92008 7314
www.carlsbadca.gov
760 602 2426| 760 602 8553 |vanessa.abarca@carlsbadca.gov
From:Lauren Rogers <Lauren.Rogers@carlsbadca.gov>
Sent:Tuesday, February 1, 2022 10:59 AM
To:Vanessa Abarca <Vanessa.Abarca@carlsbadca.gov>; Michele Tackett <Michele.Tackett@carlsbadca.gov>
Cc:Bridget Desmarais <Bridget.Desmarais@carlsbadca.gov>
Subject:Records Destruction 12/31/21
Hi Vanessa,
Please review the attached lists of boxes that are ready for destruction per the Records Retention Schedule.
If there are any issues or discrepancies, please make any notes
If there are NO changes, please initial/sign each spreadsheet and return to Lauren and we will prepare the boxes
for destruction.
Thank you,
2
Lauren Rogers
Admin Assistant
Administrative Services
1635 Faraday Avenue
Carlsbad, CA 92008
760 602 2425
lauren.rogers@carlsbadca.gov
This form documents the destruction of City records in accordance with the City of Carlsbad Records Management Program.
Revised: 3/15/2022
DATE: MARCH 15,2022
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.
DEPARTMENT HEAD: DATE RECORDS MANAGEMENT: DATE CITY ATTORNEY: DATE
*If more spaces are needed, click in the last box in right hand corner of table and hit “tab”. This 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
SMEADSOFT BARCODES DELETED BY:_____ ________________________ DATE:______________
BOX NO. RECORDS DESCRIPTION DATED RRS NO. RRS PERIOD
TAB BARCODE
(if applicable)
9 boxes
A/P – Credit Card Statements
SEE ATTACHED SPREADSHEETS 12/23/2013-12/22/2014 ASDF-005 7 Years N/A
RECORDS DESTRUCTION AUTHORIZATION FORM