Ordinance No. 69-14 s
CITY OF TIGARD, OREGON
ORDINANCE No. 69
AN ORDINANCE AUTHORIZING AND DIRECTING THE CITY ADMINI-
STRATOR OF THE CITY OF TIGARD TO MAINTAIN AND PRESERVE RECORDS AND
FILES OF THE CITY TO FACILITATE READY IDENTIFICATION AND REFERENCE
THERETO, PRESCRIBING A TIME WITHIN j1HIC11 ALL RECORDS MUST BE 11AIN-
_ 1°AIMED AND PRESERVED, CLASSIFYING AND PRESCRIBING i'IN:E AFTER WHICH
CERTAIN RECORDS MAY BE APPROVED BY CITY ADMINISTRATOR FOR DESTRUC-
TION, PRESCRIBING PROCEDURES AND PRESCRIBING EFFECTIVE DATE.
THE CITY OF TIGARD ORDAINS AS FOLLOWS:
Section 1: The City Administrator of the City of Tigard is author-
ized and directed to cause to have all papers, documents and records
ic6civcii iii 8.11 City cIcpf1i tDlents miaintained and oreserVed, as nece5-
sary, to assure an expeditious and orderly filing system. All rec-
ords or documents to be stored shall be placed in transfi files or
suitable containers that will insure the safe keeping of all documents
e or container shall be clearly narked as
and records, and each fil
to the type of record or document contained therein, with the date
of disposal, if any, noted on each file or container.
Section 2: Within a reasonable time after the completion of the
post audit of the city's affairs for each f3.acal year,
the City Administrator is authorized and directed to have each de-
partment head examine records of such department for classification
as to time of retention as set forth under Section 3 hereof. All
documents and records thereby determined to be eligible by the passage
of time as set forth in Section 3 for disposal shall be segregated from
all other records. The Department head shall prepare a certificate
in the form prescribed by Section 4 of this ordinance and shall at-
tach thereto a general description of the records proposed thereby
to be destroyed. Such certificate shall be tendered to the City
Administrator for examination and if the L'it' Administrator shall
determine that the records thus described are ro 1onUer required
for any known purpose of the City and otherwise meet the prescribed
City Administrator is author
time classification for disposal, the
d retards and documents. Time
ized to approve the destruction of Sai
classification of such documents, notwithstanding, the City Admini-
directed to forego the destructio
strator is authorized and n
of any
documents which, in his opinion, might have a continuing value
for reference or other public purpose. Records authorized by the
City Administrator to be disposed of shall be destroyed by burning
or by such other meansormethod as the City Administrator may dir-
certificates of .records authorized to be
ect. A suitable file of
k3 destroyed shall be maintained at all times.
Section 3: For purposes of classification of records and documents
far rentention or disposal,the following time categories and,typical
examples are hereby prescribed for ;uidance of the City Administrator
P pursuant to Sections 1 and 2 of tYlis ordinance:-
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Page,1 - ORDINANCE No. 69
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RECORDS TO BE RETAINED PERMANENTLY
ti
Accounts Receivable Ledger Cards (unpaid only)
Agreements - Franchise
Annexation Proceedings
Arrest and Investigative Reports - Police
Audit Report
Balance Sheets
Billing Summary
Bonded and Unbonded Lien Records
Budget, Official Copy
Building Plans (commercial)
Charter - Original
Charter Amendments
Contracts
Correspondence of Historical and Contractural Value
Court Dockets
Deeds ~ Easements
Election - Abstract of Votes
Expenditure Ledgers and Journals
Fingerprint Records
General Journal
Improvements - Assessment Ordinances
Improvements - Contracts
Improvements - Maps
Improvements - Additions Granted
Improvements Plans
Improvements - Surveys
Initiative and Referendum Petitions
Leal Proceedings - By and Against City (goir.?, to Circuit Court
or above)
Legal Opinions .
Minutes and Agendas - Original Copies
Municipal Court Records
Ordinances - Original Copies and Proceedings
Payroll Compensation Records Cards
Personnel History
Petitions Granted - Miscellaneous
Petitions to Vacate Property - Granted
Plans - As-built (Engineering)
Plats (Final Subdivision)
Records Authorized to be Destroyed, Certificate
Resolutions - Original Copies
Revenue Ledgers and Journals
Monthly Financial Statement
Treasurers Receipts
Vouchers for Payroll and Major Capital Expenditures
Conditional Ude Approvals
Sewer Connections
Zoning Proceedings
RECORDS TO BE RETAINED 12 YEARS
Reclassification Applications (and related material)
Applications - Bancroft Bonding
Bonded and Unbonded Lien Docket
Bail Records - Municipal Judge Trust Account
Leases (after expiration)
Police Radio and Daily Logs
Page 2 - ORDINANCE No. 69 - !u
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RECORDS TO BE RETAINED 7 YEARS
Bank Deposit Slips E
Bank Statements .
Bills Paid
Bonds and Bond Coupons - One Year After Maturity and Payment
of Entire Issue
Business Licenses
Cancelled Checks and Check Stubs
Daily Cash Receipts {
Expenditure Reports (monthly) }�
Foreclosures
License Bonds (Contractors)
Monthly Attendance Report - Original (after termination)
Payroll - Deduction Authorization (after authoriz tion ceases)
Payroll - Departmental Record
Payroll - Journal
Personnel Records (after termination)
Revenue Reports (Monthly)
Vouchers, Audited, Special and Gertepal Funds
Warrants Paid
RECORDS TO BE RETAINED 4 YEARS
Accounts Receivable Ledger Cards
Bicycle Licenses
Departmental Reports - Mlonthly
Elections - Election Tally Sheets
Elections - Ballot Copies (one only)
Elections - Nominating Petitions
Recall Petitions
Sew -rage System Flow Reports
RECORDS TO BE RETAINED 3 YEARS
Automobile Registration (City Owner Vehicles)
Bank Books
Bank Reconciliations
Budget Giorkpapers
Payroll, Social Security quarterly Reports, SIAL, Federal and
State quarterly's and Blue Cross Monthly Reports
State Sanitary Reports
RECORDS TO BE RETAINED 1 YEAR FOLLOWING AUDIT
Equipment Inventory - One Year After Disposition
Equipment Maintenance Records
Purchase Orders
Receipts - Bullding Department Triplicate Copy
Receipts - Police Department Triplicate Copy
Trial Balance
RECORDS TO BE DESTROYED UPON COMPLZTIOIN OF AUDIT
Arrest Tickets (Police) ninon Partin_; Violatioas
( Correspondence of No Historical Value
Section 4: The form of certificate of records proposed to be des-
troyed aid authorization for destruction, hereto attached
marked Exhib'st "A" and by this reference, made a part hereof, is
hereby prescribed pursuant to the foregoing provisions of this ordi-
nance.
Page 3 - ORDINANCE No. 69 - i
Section 5: This ordinance shall become effective upon the 31st
day after its passage by the Council and approval
by the Mayor.
PASSED: By the Council, by unanimous vote of all Council
members present, after being read three times oy
number and title only, this g;L_day of February,
1969.
JL.' �c�. �1j✓GL,��c c�
Recorder - City of Tigan[
APPROVED: By the Mayor, t-his,,��_day of February, 1959.
Mayor - city oI 'T
Page 4 ORDINANCE No. 69 �N
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EXHIBIT "A"
CITY OF TIGARD, OREGON
CERTIFICATE
of
RECORDS PROPOSED TO BE DESTROYED
AND AUTHORIZATION FOR DESTRUCTION
DEPARTMENT
Date
I hereby certify that I have personally examined carefully
the records and documents described on attached sheet and by ref-
erence made a part hereof of the City of Tigard that have been
retained in this department for the specified length of ti.me as re-
quired by Section 3 of Ordinance No. 69 - IV of the City of
Tigard and that these records are no longer required for any known
purpose of the City of Tigard.
.Name "_•--- ----
Title
Authorized to be destroyed this day of ,
19
ity
Acrost^ator
ATTEST:
C y .ecorder
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