Resolution 10731-A RESOLUTION NO. 10731A
A RESOLUTION AUTHORIZING THE DESTRUCTION OF CERTAIN
RECORDS AFTER THE LAPSE OF SPECIFIED PERIODS OF
TIME, PROVIDING SAID RECORDS HAVE BEEN REPRODUCED
ON MICROFILM, AND PROVIDING FURTHER THAT SAID
RECORDS MAY BE RETAINED 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 practice 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 Personnel Director, or his duly authorized assistants,
be, and they are hereby 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 repro-
duced 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 Personnel Director, or his duly authorized
assistants:
PERIOD TO LAPSE
TYPE OF RECORD MICROFILM TO COMMENCE BEFORE DESTRUCTION
Employees Retirement System Records :
Member account work sheets From beginning After following year's
calculations are made
and formalized.
Files of resigned employees From beginning 1 year after final
settlement.
Ledger cards From beginning 3 years after final
settlement.
-1-
PERIOD TO LAPSE
TYPE OF RECORD MICROFILM TO COMMENCE BEFORE DESTRUCTION
Personnel Department Records:
Annual Leave slips From beginning 1 year after December
31st of each year.
Files of former employees From beginning 3 years after
termination date.
Certifications for
Appointment From beginning 3 years after date.
Examination summary files From beginning 3 years after date.
Examination answer sheets
and tests From beginning 1 year after date.
SECTION 2 . 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 Personnel Director any of them
may be retained for longer periods where deemed necessary or advisable.
PASSED and ADOPTED this 4th day of April, 1962 .
,/ AO
Mayor
ATTEST:
40rA ie'
City C rk
-2-
T .. __-- -----
?°4'
ROBERTO & MORROW
CERTIFIED PUBLIC ACCOUNTANTS
MIAMI,PLO=ID1
CNA,.S. Ro.ERTs,C.P A. 953 S. W. First Street
S.J.Mowwow,C.P. A.
AMERICAN IM/TITUT[OI ACCOUNTANT/
C.W.SoR.[R,C.P.A.
/IORIOA INSTITUTE OF
M.F. HANTMANN,C.P A.
CERTIFIED►U/LIC ACCOUNTANTS
September 25, 1961
Mr. Tom D. Womble, Personnel Director
City of Miami Beach
1130 Washington Avenue
Miami Beach 39, Florida
Re:Destruction of Records
Dear Mr. Womble :
Under date of September 21, 1961 you ask for confirmation of our
views on above subject which had been discussed previously.
We agree that the following disposition of certain of your files
and records would be proper:
(1) Work sheets - after the following year' s calculations
have been made and formalized, microfilm and destroy
originals .
(2) Files of resigned employees - one year after final
settlement, microfilm and destroy.
(3) Ledger cards - three years after final settlement,
microfilm and destroy
If any problem should arise as to the need for retention of certan
other files or records, we will be glad to discuss the matter with
you.
Ve truly yours
Certified Public Accountants
CWS:b
T
Mr. Albritton advised the Personnel Board tnat the Police and
Fire Benevolent Association are bringing suit to force action
in the appointment of the Auto Vehicle Inspector and have
named Mr. Claude A . Renshaw , City Manager, Chief A. W. Simpson,
Chief of Police and the Personnel Board as defendants.
Mr. Freeburg advised the Board that under the terms of the Civil
Service Rules he 2ould destroy old tests and test papers, which
he intended to do unless the Board had an objection to this ac-
tion. The Board voiced their consent to this action.
Mr. Bertrum Marshal: appeared before the Board and stated that
he was suffering from a skin cancer and that such condition
made it necessary for him, under a physician 's advice, to trans-
fer from his regular job , life-guard, to some other employment
where he would not be exposed to the rays of the sun. Mr. Mar-
shall requested transfer to the Fire Department in view of the
fact that he is well acquainted with life-saving equipment.
The Board directed Mr. Freeburg to look into the matter and
kring a solution to the proolem at the next regular Board Meeting.
The meeting was ad,`ourned till the next regular meeting,
April lb, 1953.
aro A • ree• .rg
y to th= Board
Exhibit A : List cf 44 Provisionally appointed employees .
�, 1t 3 11 11
A:
B: Specif'. aticns ,or Aominist^at ' ve Analyst .
C: Qualif1.2atic'Is for Administrat :e Analyst exam.
11
Draftsman exam.
Clerk (Tjpi:;t) exam. 0011
Asst . Playground Dlrector exam. i
G :
Reporter exam.
H: Specificatio- 3 '',)r Air Conditioning Inspector.
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