HomeMy WebLinkAbout; ; Records Destruction Authorization Form-Utilities; 2023-11-02NOTE: Electronic files are stored in department Q:drive for Funding Agency Audit. Per 2022 RRS, paper can be destroyed after files have been imaged, QC'd and project is complete. Projects completed in 2005.
09-26-2023 10-2-23
CORODATA 11/2/2023
X
-- --
RECORDS DESTRUCTION AUTHORIZATION FORM
DATE: 9/26/2023
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
completed, and no pending or ongoing litigation or investigation involving these records is known to exist.
RECORDS MANAGEMENT DATE (ITV ATTORNEY DATE
RECORDS DESCRIPTION DATED RRS NO. RRS TAB BARCODE BOX NO. PERIOD (if applicable)
Agreements & Contracts: Completion
+ 1 o years ADMINISTRATIVE FILES (with or After
Grant Funding
40 BOXES Funding) 2005 CW-025
Agency See attached (Correspondence, Insurance Audit, if
Certificates, Project Administration, required,
whichever Project Schedules, Certified is longer Payrolls, Invoices, Logs, RFP, etc.)
*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? 0 YES 0 NO
TAB BARCODES DELETED BY: DATE:
This form documents the destruction of City records in accordance with the City of Carlsbad Records Management Program.
{"cityof
Carlsbad Revised: 2021
Page /1
Project Number Project
3903-110 36753 Carlsbad Water Recycling Facility
3903-110 36753 Carlsbad Water Recycling Facility
3903-110 36753 Carlsbad Water Recycling Facility
3903-110 36753 Carlsbad Water Recycling facility
3903-110 36753 Carlsbad Water Recycling Facility
3903-300 36753 Carlsbad Water Recycling Facility
3903-290 38901 Mahr Reservoir Improvements
3903-260 38881 Flow Equalization Joint Use Facility
3903-200 38871B Alga, Melrose, Poinsettia
3903-190 38871C Industrial Park Pipelines
3903-150 38871G Rancho Santa Fe Road Phase I
3903-270 38871G Rancho Santa Fe Rd Phase II
38881 Flow Equalization Joint Use Facility
38871B Bressi Ranch Pipeline (Bressi Garden Lane Reimbursement)
36753 Microfiltration
Poinsettia lane Reach C 38871E, Cannon/College Pipeline 38871D, El
Camino Real, Cassia to PAR 38871H
36753 Microfiltration Carlsbad Water Recycling Facility
38891B Twin D Recycled Water Pump Station
38891C Calavara RWPS
38871C Industrial Park Pipelines
38891A Bressi Ranch RWPS
38891B Twin D Recycled Water Pump Station
38871B Alga, Melrose, Poinsettia
36753 Microfiltration
38871C Industrial Park Pipelines
38871B Bressi Ranch Pipeline (Bressi Garden Lane Reimbursement)
38871A Reach 2 Ave. Encinas (OBSLP Carlsbad Reimbursement)
3903-260
3903-210
3903-120
3903-160, 3903-180, 3903-280
3903-120
3903-230
3903-240
3903-190
3903-250
3903-230
3903-200
3903-120
3903-190
3903-210
3903-130
3903-230 38891B Twin D Recycled Water Pump Station
From:Shoshana Aguilar
To:Pat Downie
Subject:FW: loan 7403903-110-document retention question
Date: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.gov>
Cc: Kristopher Martinez <Kristopher.Martinez@carlsbadca.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
Senior Management Analyst, Utilities
City of Carlsbad/Carlsbad Municipal Water District
5950 El Camino Real
Carlsbad, CA 92008
760-814-0241
www.carlsbadca.gov
CAUTION: Do not open attachments or click on links unless you recognize the
sender and know the content is safe.
City of
Carlsbad
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 #102896
Date Issued Friday, November 3, 2023
Service Locations 5815 EL CAMINO REAL
Date Range of Service Nov-02-2023 thru Nov-02-2023
Work Ticket(s)1221789
Quantity/Item 86 -86 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).
E•Jcorodata -tl HIPA'A
GIJIJlll!affl