Resolution 11462 RESOLUTION NO. 11462
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 MICRO-
FILM, AND PROVIDING FURTHER THAT THE CITY TAX ASSESSOR
MAY RETAIN SAME FOR A LONGER PERIOD WHEN DEEMED
NECESSARY OR ADVISABLE, AND RESCINDING RESOLUTION NO.
9316.
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 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
they were the originals, 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 Tax Assessor, or his duly authorized
assistants, be and they arehareby 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 Tax Assessor or his
duly authorized assistants:
TYPE OF RECORD PERIOD TO LAPSE BEFORE DESTRUCTION
Duplicate, or Tax Assessor's Copy,
of tax rolls - both real estate
and personal property 1 year
All personal property returns 5 years
All widows ' , veterans ' and other
exemption applications 5 years
All homestead exemption application
copies furnished by County 1 year
All personal property assessment
cards 5 years
Section 2. That all of the City Tax Assessor's active and
current Building Cards (except Discards as herein-
after set forth), be kept indefinitely but that they may be micro-
filmed as they accumulate from year to year, said films to be
preserved as a precaution against disintegration or loss of original
cards.
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Section 3. That the City Tax 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 Tax Assessor, or his duly authorized
assistants :
MICROFILM PERIOD TO LAPSE
TYPE OF RECORD TO COMMENCE BEFORE DESTRUCTION
Building Card discards Oldest in file 5 years
Assessor's Field Books -
(each covering 4 years '
real estate assessments) Oldest in file 5 years
Section 4. 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 Tax Assessor any of them may be retained for longer periods
where deemed necessary or advisable.
Section 5. That Resolution No. 9316, passed and adopted on
September 5, 1956, and any other resolution in
conflict herewith, be and the same is hereby repealed.
PASSED AND ADOPTED THIS 7th day of April , A.D. 1965.
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ATTEST:
Add . 411140
City 'erk
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