Resolution 8074 RESOLUTION NO. 8074
A RESOLUTION AUTHORIZING THE DESTRUCTION OF
CERTAIN RECORDS AFTER THE LAPSE OF SPECIFIED
PERIODS OF TIME, AND AUTHORIZING THE DESTRUCTION
OF CERTAIN OTHER RECORDS AFTER THE LAPSE OF
SPECIFIED PERIODS OF TIME PROVIDING SAID RECORDS
HAVE BEEN REPRODUCED ON MICROFILM, AND PROVIDING
FURTHER THAT THE CITY CLERK MAY RETAIN SAME FOR
A LONGER PERIOD WHEN DEEMED NECESSARY OR ADVISABLE.
WHEREAS, detailed records of the City have accumulated for many
years to the extent that it is becoming difficult to keep them
properly stored and indexed, and
WHEREAS, it has been determined and established through years
of research in various cities and governmental units that no matter
how important a record may be, it is useless to preserve it unless
it can be found when wanted; also knowing that a record exists but
not being able to find it is more disturbing than the knowledge that
it has been destroyed, and
WHEREAS, it has become customary practise to destroy detailed
records after reasonable periods of time, preserving certain of same
on microfilm from which photographic reproductions can be made if,
as and when needed in the future and which reproductions are now
recognized and admitted in our Courts as evidence to the same effect
as though it were the original, and
WHEREAS, investigation has shown that the periods of retention
shown below for the described records are sufficient for all practical
purposes;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF MIAMI BEACH, FLORIDA:
Section 1. That the City Assessor, or his duly authorized assistants,
be, and they hereby are, authorized to destroy the
following named original records after the lapse of at least a period
of time set opposite each item; provided, however, that a description
of such records destroyed shall first be made and certified and
retained in the City's files, and provided further, that no such
records shall be destroyed until and unless they have been verified
against said certificates by the City Clerk, or his duly authorized
assistants :
PERIOD TO LAPSE
BEFORE
TYPE OF RECORD DESTRUCTION
Duplicate or Tax Assessor's Copy of
tax rolls - both Real Estate and
Personal Property 1 year
Assessor's Field Books (each covering
4 years assessments) 8 years
Section 2. That the City Assessor, or his duly authorized assistants,
be, and they hereby are, authorized to destroy the
following named original records after the lapse of at least a period
of time set opposite each item; provided, however, that said records
have been reproduced on microfilm to be retained in the City's files,
and providing that a description of such records destroyed shall
first be made and certified and retained in the City's files, and
providing further, that no such records shall be destroyed until and
unless they have been verified against said certificates by the City
Clerk, or his duly authorized assistants :
-1-
MICROFILM PERIOD TO LAPSE
TYPE OF RECORD TO COMMENCE BEFORE DESTRUCTION
All Personal Property Returns 1932 2 years
All Homestead Exemption
Applications 1935 2 years
All Widows' and Veterans'
Exemption Applications oldest in file 2 years
Section 3. That this resolution shall not be deemed as requiring the
destruction of such records after the lapse of the periods
shown above, and at the discretion of the City Clerk any of them may
be retained for longer periods where deemed necessary or advisable.
PASSED and ADOPTED this 23rd day of July , A.D. 1952.
Mayor
ATTEST:
City Clerk
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