Resolution 9316 RESOLUTION NO. 9316
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,
AND RESCINDING RESOLUTION NO. 8864.
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 recog-
nized 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
All Personal Property Returns 5 years
All Widow's and Veteran's Exemption Applications 5 years
All Homestead Exemption Applications
(no longer taken by City) 5 years
All Personal Property Cards 5 years
-1-
Section 2. That all of the City Assessor' s Building Cube Cards be kept
indefinitely but that they be microfilmed as they accumulate
from year to year, said films to be preserved as a precaution against
disintegration or loss of original cards .
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 .
Section 4 . That Resolution No. 8864, passed and adopted on March 16, 1955,
and any other resolution in conflict herewith, be and the
same is herewith repealed.
PASSED and ADOPTED this 5th day of September, A.D. 1956.
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Mayor
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