Resolution 7341 RESOLUTION NO. 7341
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 SPECI-
FIED PERIODS OF TIME PROVIDING SAID RECORDS HAVE
BEEN REPRODUCED ON MICRO FILM, 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 pre-
serve it unless it can be found when wanted; also that 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 repro-
ductions 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 Clerk, 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 completely audited by the City auditors;
PERIOD TO LAPSE
BEFORE
TYPE OF RECORD DESTRUCTION
A - Accounting Records:
Monthly Budget Reports 10 years
Monthly Analysis of Expenditures 10 years
Automotive Ledger Sheets 2 years
Shop Monthly Statements with attached requisitions 2 years
Daily Reconciliation of Cash (Cashier's Copy) 1 year
Daily Golf Green Fee Receipts 1 year
Golf Course Locker Fee Receipts 1 year
Daily Tennis Court Fee Receipts 1 year
Daily Identification Bureau Receipts 1 year
Daily Beach Chair, Umbrellas, etc. Receipts 1 year
Accounting Department copy of Purchase Orders 2 years
Accounting Department copy of City Invoices 2 years
Bank Statements - All Banks 2 years
Trial Balance Sheets - Appropriation Ledger 1 year
- Expenditure Ledger 1 year
- Shop and Garage Ledger 1 year
- Work Orders and Job Orders 1 year
- Automotive Equipment Ledger 1 year
- Water Account Ledger 1 year
B - Payroll:
Foreman's Time Cards 1 year
Payroll Receipts 2 years
Clock Cards 2 years
- 1 -
PIiRIOD TO LAPSE
BEFORE
DESTRUCTION
C - Water Billing:
Application for Water Service 1 year
• Application to have Water Service discontinued 1 year
Records of Special Readings on Water Meters 2 years
Controls for Water Meter Deposits 2 years
Controls for Monthly Water Sales and Receipts 2 years
Billing Machine Record Tape of Monthly Water Sales 2 years
Water Bill Receipts (Stubs) 2 years
D - Correspondence:
Ordinary 2 years
E - Miscellaneous:
Application - Occupational Licenses 5 years
Copy of Report of Police Court Sessions 5 years
" Police Warrants and Affidavits 5 years
Employees Bond Purchase Records 10 years
Insurance Policies (Expired) 2 years
Inventory Reports of City Property (All Departments) 5 years
Budget Estimate Reports (All Departments) 5 years
Inventory Record Cards -(Obsolete and Sold) 5 ,years
Section 2. That the City Clerk, 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 retain-
ed in the City's files, and providing further, that no such records shall be destroyed
until and unless they have been completely audited by the City auditors:
TYPE OF RECORD
Micro-Film Period to Lapse
Code to Commence Before Destruction
•
A - Daily Report of Collections
with following supporting
papers as follows: ) 4/15/29 2 years
Reconciliation of Cash with Deposit )
Daily Report of Collections:
Police Dept. Report of Court Session )
Police Traffic Daily Report of
Collections )
Municipal Golf Courses Daily
Report of Collections )
1 Recreation-Daily Report of
Collections )
Report of Collections from
Concessionaires )
Beach Patrol-Daily Report of
Collections (Beach Equipment Rentals) )
Golf Course Driving Range Report
of Collections )
1 Miami Beach Public Library Report
of Collections )
Recapitulation Sheets of other Revenue
such as, Taxes, Departmental Revenue,
Improvement Liens, Trust Deposits,etc. )
B - Revenue, Deposit and other Receipts:
Taxes - Real Estate 11/1/32 2 years
Taxes - Personal Property 11/1/32 2 years
Licenses - Occupational 11/1/40 2 years
- Alcoholic Beverages 11/1/40 5 years
- Dog 11/1/40 2 years
- Massage 11/1/40 2 years
- Charter Boat 11/1/40 2 years
- Occupational Auto
Drivers - For Hire 11/1/40 2 years
Permits - Building 11/1/40 2 years
- Plumbing 11/1/40 2 years
- Electrical 11/1/40 2 years
- Elevator 11/1/40 2 years
- 2
Micro-Film Period to Lapse
Code to Commence Before Destruction
Miscellaneous Cash Receipts (MCR) 11/1/40 2 years
Miscellaneous Special Event Receipts
such as, Entertainment, Boxing,
Athletic contests, Dancing, etc. 11/1/40 2 years
Tapping Water Service 11/1/40 2 years
Dock Rentals 11/1/40 2 years
City Invoices 11/1/40 2 years
Examination Fees 11/1/40 2 years
Improvement Liens 11/1/40 2 years
Deposit Receipts - Water Meter 11/1/40 2 years
- Building Bonds 11/1/40 2 years
- Street Permits 11/1/40 2 years
- House Connection 11/1/40 2 years
- License Applications 11/1/40 2 years
All other Miscellaneous Individual
•Receipts 11/1/40 2 years
Individual Receipts for Employees
War Bonds 1/1/42 2 years
C - Daily Bank Deposit Slips:
Miami Beach First National Bank (Misci.) 11/1/44 2 years
All other Depositaries 11/1/44 2-years
D - Checks-Endorsed by Payee with Bank
Cancellation:
Regular City of Miami Beach Checks 1927 2 years
Meter Deposit Checks 4/1/36 2 years
Payroll Checks 7/15/47 2 years
Miscellaneous Overpayment Checks 11/1/46 2 years
City Employees Retirement Fund Checks 5/13/38 2 years
City Pension Fund for Firemen and
Policemen Checks 3/5/46 2 years
Firemen's Relief and Pension Fund Checks 10/11/49 2 years
E - Vouchers:
Blue copy regular City voucher
(with supporting paid invoices and
other data attached) numerical order 1927 2 years
Yellow copy regular City voucher
in alphabetical order 1927 2 years
Meter Deposits - numerical order 4/1/36 2 years
Miscellaneous Overpayment - numerical
order 11/1/46 2 years
City Employees Retirement Fund -
numerical order 5/13/38 2 years
City Pension Fund for Firemen and
Policemen - numerical order 3/5/46 2 years
Firemen Relief and Pension -
numerical order 10/11/49 2 years
F - Purchase Orders:
Copy Purchase Order (Approved for pay-
ment) numerical order 1943 2 years
G - Subsidiary Ledger Sheets:
Budget Appropriations - Current Fund 11/1/30 2 years
Budget Appropriations - Interest and
Sinking 11/1/30 2 years
Special Appropriations - Current Fund 11/1/30 2 years
Appropriations - Capital Fund 11/1/30 2 years
Shop and Garage 11/1/30 2 years
Equipment Reserve 11/1;30 2 years
Insurance Reserve 11/1/30 2 years
Trust Deposits - Trust Fund 11/1/30 2 years
Analysis of Expenditures - Budget
Appropriations 10/1/37 • 2 years
Departmental Revenue 11/1/30 2 years
Work Orders 6/1/36 2 years
Job Orders 1936 2 years
Water Meter Deposit Record Cards
(closed out) from beginning 2 years
- 3 -
I�
T
Micro-Film Period to Lapse
Code to Commence Before Destruction
K - Elections:
Registration Certificates
to December 1944 To be destroyed
after Micro-Film
All lists of persons voting
in each election prior To be destroyed
to December 194 after Micro-Film
L - Correspondence (not part of Council
Minutes) classified as records 11/1/47 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 dis-
cretion of the City Clerk any of them may be retained for longer periods where deemed
necessary or advisable.
PASSED and ADOPTED this 15 day of Novembe,rA. D. 1950.
Il(
Mayor
ATTEST:
City Clerk
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