HomeMy WebLinkAbout~Master - Amendments to Records Retention Schedule RESOLUTION NO. 09-452
RESOLUTION APPROVING AMENDMENTS TO
RECORDS RETENTION SCHED ULE
FOR THE CITY OF AMES
WHEREAS, the Records Retention Schedule, intended to answer questions about what
documents are to be kept,by whom,and for what period of time,was adopted by Resolution No.98-
143 on April 14, 1998, and, at that time, it was also determined that any changes to the Schedule
would be submitted for approval on a semi-annual basis (in March and September); and,
WHEREAS, changes are necessary under the Purchasing Division, as follows:
1. Change the sequence of sections to keep program activity records together.
2. Delete the Record Title Leases as any lease documents that would be retained in the
Purchasing Division would relate to a bid, quotation, or proposal and would be part of
thatrecord.
3. Under the Record Title Purchase Orders, delete the reference to "electronic format."
4. Under the Record Title Bids, Quotations, Proposals:
a. Correct typographical/grammatical errors.
b. Add "quotations and proposals" to list of what is retained for fleet equipment and
buses acted upon by Council.
c. Add"quotations and proposals"to list of what is retained for other equipment and
service projects acted upon by Council.
d. Change retention period for fleet equipment and buses from lifetime to ten years and
delete provision to keep until warranty expiration since Purchasing rarely,if ever,has
that information.
5. Under the Record Title Print Shop,delete"then destroy"for printing charges since that
language is inconsistent with the rest of the policy and added City Hall copier,and added
City Hall copier reading records.
6. Delete the Record Title Inter-Departmental Charges, as entries under that category have
been deleted or moved to other sections.
7. Under the Record Title Materials Inventory Records:
a. Delete "paper copies of issue slips;"these are no longer used.
b. Add"catalogued"to describe type of inventory.
c. Delete "the destroy" since that language is inconsistent with the rest of the policy.
d. Change the"year-end exception/adjustment record"to"adjustment records,"as there
are no adjustment records throughout the year.
e. Delete reference to electronic format.
8. Under the Record Title Procurement Card Records:
a. Delete list of account holders.
b. Correct language to make it consistent throughout the policy.
9. Add new Record Title Mail and change UPS transaction records to UPS pick-up records;
that is all that is retained in Purchasing.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Ames, Iowa,
that the amendments to the City ofAmes Records Retention Schedule reflecting the aforementioned
changes under sections pertaining to the Purchasing Division are hereby approved.
ADOPTED THIS 22"d day of September, 2009.
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Diane R. Voss, City Clerk Ann H. Campbell, Mayor
Introduced by: Rice
Seconded by: Goodman
Voting aye: Doll, Goodman, Larson, Mahayni, Popken, Rice
Voting nay: None Absent: None
Resolution declared adopted and signed by the Mayor this 22nd day of September, 2009.