Exhibit D
CITY OF SAN CLEMENTE
RECORDS DESTRUCTION REQUEST
DEPARTMENT: FINANCE DEPARTMENT
DATE RETENTION DATE
FILE DESCRIPTION
RANGE SCHEDULE DESTROY
ACCOUNTS PAYABLE:
1 Invoice Posting Lists (Jul-Dec 2012) FY 12/13 7 years 19/20 2 Invoice Posting Lists (Jan-Jun) FY 12/13 7 years 19/20 3 Invoice Posting Lists (7/1/13 - 1/8/14) FY 13/14 7 years 20/21 4 Invoice Posting Lists (1/8/14 - 8/6/14) FY 13/14 7 years 20/21 Invoice Posting Lists (7/1/14 - 2/11/15) FY 14/15 7 years 21/22 Invoice Posting Lists (2/11/15 - 8/9/15) FY 14/15 7 years 21/22 Invoice Posting Lists (7/1/15 - 1/13/16) FY 15/16 7 years 22/23 Invoice Posting Lists (1/20/16 - 6/22/16) FY 15/16 7 years 22/23 Check List, Void Check List, EFT, Positive Pay FY 12/13 19/20 9 7 years
List
Check Posting List, EFT, Positive Pay, 20/21
10 FY 13/14 7 years
Void Check Listing
Final Check List, Void Check, EFT, Positive 21/22
11 FY 14/15 7 years
Pay, Check Posting List
Invoice Posting Lists (6/28/16 - 8/24/16), Check
12 Posting List, EFT, Positive Pay, Void Check FY 15/16 7 years 22/23 Listing
13 Deposit Accounts Reconciliation FY 12/13 7 years 19/20 14 Deposit Accounts Reconciliation FY 13/14, 14/15 7 years 21/22 15 Deposit Accounts Reconciliation FY 15/16 7 years 22/23 16 Deposit Accounts FY 16/17 7 years 23/24
17 Invoice Posting List (7/2017 - 11/2017) FY 16/17 7 years 23/24 18 Invoice Posting List (1/2017 - 7/2017) FY 16/17 7 years 23/24 Check Posting List, EFT, Positive Pay, FY 16/17 23/24
19 7 years
Void Check Listing (11/2017 - 12/2017)
PAYROLL & CASA:
Payroll Posting Reports & Check Posting 20/21
FY 10/11 10 years
Reports
2 Payroll Check Posting & GL Acct Posting FY 09/10 7 years 16/17 3 Payroll Ben/Ded Reports FY 09/10 6 years 15/16
4 Payroll G/L Acct Posting List, C/R Posting List FY 12/13 7 years 19/20 1(6/25/12 - 6/23/13)
City & CASA Payroll & Ins Reports 2013 7 years 19/20
CASA & City Cashier's Receipts 2010-2012 7 years 19/20
PR Check Posting List, PR GL Acct Posting
List, Project Acct Exp Trans Summary Report, FY 13/14 7 years 20/21 Project Acct Overhead Posting List
8 City Payroll Reports & Tax Records 2014 7 years 20/21 CASA Bank Reconciliations FY 2013 7 years 19/20
CASA A/P Inv Posting List & Check Posting
10 List (FY 12/13, 13/14, 14/15), City Project FY 12/13, 13/14, 14/15 7 years 21/22 Accounting Reports (FY 14/15)
11 Payroll GL Acct Posting & Payroll Check FY 14/15 7 years 21/22 Posting
DATE RETENTION DATE
FILE DESCRIPTION SCHEDULE
RANGE DESTROY
12 City Payroll Reports & Tax Records 2015 years 21/22
13 City Merchant Bankcard Statement FY 13/14, 14/15 7 years 21/22 14 CASA Merchant Bankcard Statement FY 14/15 7 years 21/22 15 CASA C/R Envelopes FY 13/14 & 14/15 7 years 21/22
16 City & CASA Bank Reconciliations (July - Dec FY 14/15 7 years 21/22 2014)
17 City & CASA Bank Reconciliations (Jan - June 21/22
FY 14/15 7 years
2015)
CASA A/P Posting List, CASA A/P Invoice
18 Posting List, Project O/H Posting List, Project FY 15/16 7 years 22/23 Exp Trans Report, P/R Check Posting List
19 Payroll City Tax Returns, Ins Reports CY 2016 7 years 22/23 20 City & CASA Merchant Bankcard Statement FY 15/16 7 years 22/23 21 CASA & City Cashier's Receipts 2013 - June 2016 7 years 22/23 22 City Bank Reconciliations (July - Dec 2015) FY 15/16 7 years 22/23 23 City Bank Reconciliations (Jan - June 2016) FY 15/16 7 years 22/23 24 CASA Bank Reconciliations 13/14, 14/15, 15/16 7 years 22/23 Proj Acct O/H Posting List (FY 12/13 & 16/17),
Proj Exp Tran & Report (FY 12/13 & 16/17), 12/13, 16/17 23/24 25 7 years
CASA AP Check Posting (FY 16/17), CASA AP
Invoice Posting (FY 16/17)
P/R GL Account Posting List (FY 15/16 & 15/16, 16/17 23/24 26 7 years
16/17), P/R Check Posting List (FY 16/17)
27 CASA Payroll Tax Returns CY 2014-2017 7 years 23/24
Transportation Corridor (FY 08/09 - FY 16/17), FY 08/09-16/17 7 years 23/24 28 La Pata Road Fees (FY 05/06 - 16/17)
29 CASA Merchant Bankcard FY 16/17 7 years 23/24
Bank Rec City (5/17 - 6/17), Bank Rec CASA 23/24
30 FY 16/17 7 years
FY 16/17
31 Bank Rec City (12/16 - 4/17) FY 16/17 7 years 23/24
ACCOUNTING:
1 Accountant Files FY 2012 7 years 18/19
2 Accountant Files (Box 1 of 2) FY 2012 7 years 18/19
3 Accountant Files (Box 2 of 2) FY 2012 7 years 18/19
5 Investment Reports FY 2011-13 7 years 19/20
Investment Reports FY 2014 7 years 20/21
6 Journal Entries (Jul 2012 - Oct 2012) FY 2013 7 years 19/20 7 Journal Entries (Nov 2012 - Feb 2013) FY 2013 7 years 19/20 8 Journal Entries (Mar 2013 - Jun 2013) FY 2013 7 years 19/20 9 Journal Entries (June 2013 PER 13) FY 2013 7 years 19/20 10 Journal Entries (Jul 2013 - Oct 2013) FY 2014 7 years 20/21 11 Journal Entries (Nov 2013 - Feb 2014) FY 2014 7 years 20/21 12 Journal Entries (Mar 2014 - June 2014) FY 2014 7 years 20/21 13 Journal Entries (June 2014 PER 13) FY 2014 7 years 20/21 14 Journal Entries (July 2014 - Nov 2014) FY 2015 7 years 21/22 15 Journal Entries (Dec 2014 - Mar 2015) FY 2015 7 years 21/22 16 Journal Entries (Apr 2015 - June 2015) FY 2015 7 years 21/22 17 Journal Entries (June 30, 2015, Period 13) FY 2015 7 years 21/22 18 Journal Entries (July 2015 - Oct 2015) FY 2016 7 years 22/23 19 Journal Entries (Nov 2015 - Feb 2016) FY 2016 7 years 22/23
DATE RETENTION DATE
FILE DESCRIPTION
RANGE SCHEDULE DESTROY
20 Journal Entries (Mar 2016 - June 2016) FY 2016 7 years 22/23 21 Journal Entries (June Per. 13) FY 2015 7 years 21/22 22 Senior Accountant Files FY 2014 7 years 20/21
23 Senior Accountant Files FY 2013 7 years 19/20
24 Senior Accountant Files FY 2015 21/22
25 7 years 22/23
Senior Accountant Files FY 2016
26 Wittman Reconciliations FY 2011-2013 7 years 19/20
27 Wittman Reconciliations FY 2013-2015 7 years 21/22
28 Journal Entries (July 2016-Oct 2016) FY 16/17 7 years 23/24 29 Journal Entries (Nov 2016-Feb 2017) FY 16/17 7 years 23/24 30 Journal Entries (Mar 2017-Jun 2017) FY 16/17 7 years 23/24 Journal Entries (June Per. 13) FY 16/17 7 years 23/24
32 Senior Accountant Files FY 16/17 7 years 23/24
ACCOUNTS RECEIVABLE:
1 Invoice & Receipt Postings FY 12/13 7 years 19/20
2 Invoice & Receipt Postings FY 13/14 7 years 20/21
3 Invoice & Receipt Postings FY 14/15 7 years 21/22
4 Invoices (July - Dec 2012) FY 12/13 7 years 19/20
Invoices (Jan - June 2013) FY 12/13 7 years 19/20
6 Invoices (July 2013 - Feb 2014) FY 13/14 7 years 20/21 7 Invoices (July - Dec 2014) FY 14/15 7 years 21/22
8 Invoices (Jan - June 2015) FY 14/15 7 years 21/22
9 Invoices July - Mar 2016) FY 15/16 7 years 22/23
A/R Invoice Posting & A/R Receipt Posting
10 FY 15/16 7 years 22/23
Lists
11 Alarm Permit Renewals & Applications FY 12/13 6 years 18/19 12 Alarm Permit Renewals & Applications FY 13/14 6 years 19/20 13 Alarm Permit Renewals & Applications FY 14/15 6 years 20/21 14 Golf Receipt Tapes (July 2011 - Nov 2013) FY 12/13 7 years 19/20 15 Golf Receipt Tapes (11/7/13 - 12/31/15) FY 13/14, 15/16 7 years 22/23 16 Transient Occupancy Tax (Box 1 of 2) FY 07, 08, , 09 7 years 15/16 17 Transient Occupancy Tax (Box 2 of 2) FY 07, 08, 09 7 years 15/16 18 Transient Occupancy Tax (Box 1 of 2) FY 09, 10, 11, 12 7 years 18/19 19 Transient Occupancy Tax (Box 2 of 2) FY 09, 10, 11, 12 7 years 18/19 20 Transient Occupancy Tax FY 12/13, 13/14 7 years 20/21 21 Cashier's Receipts (Animal Shelter) FY 11/12, 12/13 6 years 18/19 22 Ambulance Billing (Box 1 of 4) FY 14/15 7 years 21/22 23 Ambulance Billing (Box 2 of 4) FY 14/15 7 years 21/22 24 Ambulance Billing (Jul-Oct) FY 15/16 7 years 22/23
25 Ambulance Billing (Oct-Feb) FY 15/16 7 years 22/23
Closed Cell Site Leases & False Alarm Files
26 2014 7 years 21/22
(2014)
27 Closed Lease Agreements (to 2016) 2016 7 years 22/23 28 A/R Concession Payments FY 1997-2016 7 years 22/23
29 Victim/Witness Assistance Program 2006-2013 7 years 19/20 MD Collections (2010-2014), Wittman Hardship
30 2007-2014 7 years 20/21
Letters (2007-2013)
31 BK, Ins Claims, Possessory Interest, SB-90 2003-2014 7 years 20/21 32 A/R Invoices (March 2016-June 2017) FY 16/17 7 years 23/24 33 A/R Invoices (Sep 2016-Feb 2017) FY 16/17 7 years 23/24 34 Admin Citations [FY 14/15, 15/16, 16/171 7 years 23/24
DATE RETENTION DATE
FILE DESCRIPTION
RANGE SCHEDULE DESTROY
35 A/R Invoice Posting Lists, A/R Receipt Posting FY 16/17 7 years 23/24 36 Alarm Permit Renewals & Applications FY 15/16 & 16/17 7 years 23/24 A/R Invoices (April 2016-Aug 2017), Misc Old 23/24
37 2010-2017 7 years
Inv's (6/2010 - 2/2015)
CASH RECEIPT ENVELOPES:
1 - 25 7/1/2012 - 6/30/2013 (25 boxes) FY 12/13 6 years 18/19 26 - 46 7/1/2013 - 6/30/2014 (21 boxes) FY 13/14 6 years 19/20 47 - 77 7/1/2014 - 6/30/2015 (31 boxes) FY 14/15 6 years 20/21 78 - 112 7/1/2015 - 6/30/2016 (35 boxes) FY 15/16 6 years 21/22 113-145 7/1/2016 - 6/30/2017 (33 boxes) FY 16/17 6 years 23/24 UTILITY BILLING:
UB Month End (Apr 2012 - Sep 2012) FY 11/12 & 12/13 7 years 19/20 2 UB Month End (Oct 2012 - Feb 2013) FY 12/13 7 years 19/20 UB Month End (Mar 2013 - Jun 2013) FY 12/13 7 years 19/20 UB Month End (Jul 2013 - Dec 2013) FY 13/14 7 years 20/21 UB Month End (Jan 2014 - Jun 2014) FY 13/14 7 years 20/21 UB Month End (Jan 2015 - Jun 2015) FY 14/15 7 years 21/22 UB Month End (Jul 2014 - Dec 2014) FY 2015 7 years 21/22 UB Payments (1/5/10 - 1/21/10) FY 10/11 7 years 17/18
UB Auto Pay (July 2008 - June 2013) FY 2009 - 2013 7 years 19/20 BANK RECONCILIATIONS:
City Bank Rec (July 2012 - Dec 2012) FY 12/13 7 years 19/20 City Bank Rec (Jan 2013 - June 2013) FY 12/13 7 years 19/20 City & Animal Shelter (July 2013 - Dec 2013) FY 13/14 7 years 20/21 4 City & Animal Shelter (Jan 2014 - June 2014) FY 13/14 7 years 20/21 Merchant Bank Card - City FY 12/13 7 years 19/20
Merchant Bank Card - CASA FY 12/13 7 years 19/20
Merchant Bank Card - CASA FY 13/14 7 years 20/21
Merchant Bank Card - City (July 2013 - Dec
8 FY 13/14 7 years 20/21
2013)
9/12/2024
Department Head for
City Clerk Date
City Attorney Date