HomeMy WebLinkAboutRes 12-25 Authorizing the Destruction of RecordsTOWN OF WESTLAKE
RESOLUTION NO. 12-25
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WESTLAKE,
TEXAS, AUTHORIZING THE DESTRUCTION OF THE TOWN, ACADEMY, AND
TSHA RECORDS IN COMPLIANCE WITH THE TEXAS STATE LIBRARY AND
ARCHIVE COMMISSION SCHEDULES.
WHEREAS, the Town Council adopted Chapter 2, Administration, Article VI, Records
Management; and
WHEREAS, it is desirable to reduce the cost of records storage of municipal records;
and
WHEREAS, the Town Council finds that the agreement from Tarrant County meets the
necessary requirements of the records destruction requirements established by State law.
NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN
OF WESTLAKE, TEXAS:
SECTION 1: All matters stated in the Recitals above are found to be true and correct
and are incorporated herein by reference as if copied in their entirety.
SECTION 2: The Town Council of the Town of Westlake hereby authorizes the
destruction of those records that have met the retention requirements hereto as Exhibit "A" and
further authorizes the Records Manager, Town Secretary to destroy, the said records in
accordance to the State law through an Interlocal agreement with Tarrant County.
SECTION 3: If any portion of this Resolution shall, for any reason, be declared invalid
by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions
hereof and the Council hereby determines that it would have adopted this Resolution without the
invalid provision.
Resolution 12-25
Page 1 of 2
SECTION 4: That this resolution shall become effective from and after its date of
passage.
PASSED AND APPROVED ON THIS 27T" DAY OF AUGUST 2012.
ATTEST;
U
Kell Edw , Town Secretary
APPROVED ASS -TO
L. Stanton
rney
u�rn.v vt
L. Wheat, Mayor
Thomas E. Bry er own Manager
Resolution I2-25
Page 2 of 2
Res 12-25
813012012
S:%Town Secretary4Records ManagementlRecords Destruction Log TOWN RECORDS inventory August 2012Records Destruction Log TOWN RECORDS lnventory August 2012 1 of 13
Record Series
TYPE OF RECORD
DESCRIPTION OF RECORD
INCLUSIVE DATES
LOCATION TO
STATE
RETENTION
DESTRUCTION
Inventory
DESTRUCTION
Schedule
Number
BE STORED
PERIOD
DATE
Conducted
DATE
Letters of
Schedule
Reference State
Beginning and Ending Dale
Off-site location
{n
{name of facility),
Reference State
Calculated by State
Retention Schedule
lstlnitiailLast
Date Record was
Schedule
Assigned
Retention HeadinglType
Reference Specific Recordord
of Materials Enclosed
Fire Station, Town
Retention
according to last date
Name of person
destroyed
number
of Record
Hall, etc
Schedules/Periods
in box or file
preparing box
GR
1000-01a
Agendas
School Board Agenda Packets
2003
Town Hall
2 Years
Jan -06
K Edwards
1000-03b
Minute notes
Scheduled for 917.
Destruction file will
in Town Sec Office
GR
1000-01a
Agendas
Town Council Agenda Packets
2003
Town Hall
2 Years
Jan -06
K Edwards
1000-03b
Minute notes
GR
1000-01a
Agendas
4A Agenda Packets
2003
Town Hall
2 Years
Jan -06
K Edwards
1000-03b
Minute notes
GR
1000-01a
Agendas
4B Agenda Packets
2003
Town Hall
2 Years
Jan -06
K Edwards
1000-03b
Minute notes
GR
1000-01a
Agendas
Town Council Agenda Packets
2006-2007
Town Halii
2 Years
Jan -10
K Edwards
1000-03b
Minute notes
GR
1000-01a
Agendas
TSHA and TSHA Denton Agenda Packets
2002-2007
Town Hall
2 Years
Jan -10
K Edwards
1000-03b
Minute notes
GR
1000-01a
Agendas
School Board Agenda Packets
11/2003 - 1112007
Town Hall
2 Years
Jan -10
K Edwards
1000-03b
Minute notes
GR
1000-01a
Agendas
Town Council Agenda Packets
4/1212004
Town Hall
2 Years
Jan -07
K Edwards
1000-03b
Minute notes
1000-01a
Agendas
GR
1000-03b
Minute notes
Town Council Agenda Packets
12/1311999
Town Hall
2 Years
Jan -02
K Edwards
GR
1000-01a
Agendas
4A and 4B Agenda Packets
2000-2002
Town Hall
2 Years
Jan -06
K Edwards
1000-03b
Minute notes
GR
1000-01a
Agendas
Town Council Agenda Packets
1999-2002
Town Hall
2 Years
Jan -05
K Edwards
1000-03b
Minute notes
GR
1000-01a
Agendas
Planning and Zoning Agenda Packets
1999-2002
Town Hall
2 Years
Jan -05
K Edwards
1000-03b
Minute notes
1000-01a
Agendas
GR
1000-03b
Minute notes
ZBA Agenda Packets
2001-2002
Town Hall
2 Years
Jan -05
K Edwards
S:%Town Secretary4Records ManagementlRecords Destruction Log TOWN RECORDS inventory August 2012Records Destruction Log TOWN RECORDS lnventory August 2012 1 of 13
Res 12-25
8/30/2012
S:lTowr Secretary4Records ManagennenMecords Destruction Log TOWN RECORDS Inventory August 2012Records Destruction Log TOWN RECORDS Inventory August 2012 2 or 13
Record Series
TYPE OF RECORD
DESCRIPTION OF RECORD
INCLUSIVE DAT€5
LOCATION TO
STATE
RETENTION
DESTRUCTION
Inventory
DESTRUCTION
Schedule
Number
BE STORED
PERIOD
DATE
Conducted
DATE
GR
1000-03b
Minute Notes
Town Council Meeting Notes
7/1995-7/1999
Town Hall
2 Years
Aug -01
K Edwards
OR
1000-21 c
Affidavits of
Public Hearing Notices
1992-2004
Town Hall
2 Years
Jan -07
K Edwards
Publication
OR
1000-21c
Affidavits of
Public Hearing Notices
2008
Town H0
2 Years
Jan -11
K Edwards
Publication
Contracts
OR
1000-25
Various Vendors
1992-1993; 2002
Town Hall
Exp + 4 yrs
Jan -07
K Edwards
Agreements
OR
1000-25a
Contracts
Banquet Agreements (hotels)
2000-2003
Town Hall
Exp + 4 yrs
Jan -08
K Edwards
Agreements
OR
1000-26
Correspondence
Mayor General Correspondence
1985-2004
Town Hall
4 Yrs Max
Jan -02
K Edwards
OR
1000-26
Correspondence
Town Secretary Correspondence
1985-2005
Town Hall
4 Yrs Max
Jan -09
K Edwards
OR
1000-26
Correspondence
Town Manager Correspondence
1999-2005
Town Hall
4 Yrs Max
Jan -05
K Edwards
OR
1000-26
Correspondence
Graham Associates Correspondence
1999-2001
Town Hall
4 Yrs Max
Jan -06
K Edwards
OR
1000-26
Correspondence
Parsons Transportation Correspondence
1996-2000
Town Hall
4 Yrs Max
Jan -05
K Edwards
OR
1000-26
Correspondence
TSHA Correspondence
1998; 2003-2004
Town Hall
4 Yrs Max
Jan -09
P Ehrenberg
GR
1000-29
Insurance Policies
THSA Insurance Policies
0912002-0112003
Town Hall
Exp + 4 yrs
Feb -07
P Ehrenberg
OR
1000-34 ab
Public Information
Open Records Request
1995-2005
Town Hall
fufilled + 1 yr
Jan -08
K Edwards
Act Requests
2 yrs if exempt
OR
1000-34 ab
Public Information
Open Records Request
2008
Town Hall
fufilled + 1 yr
Jan -11
K Edwards
Act Requests
2 yrs if exempt
OR
1000-41a
Reports Studies
Preliminary Water & Wastewater Rate Study
1/612000
Town Hall
5 years
Jan -06
K Edwards
non -fiscal
S:lTowr Secretary4Records ManagennenMecords Destruction Log TOWN RECORDS Inventory August 2012Records Destruction Log TOWN RECORDS Inventory August 2012 2 or 13
Res 12-25
8/3012012
SATown SecretarylRecards Management4Recurds Destruction Log TOWN RECORDS Inventory August 2012Recurds Destruction Log TOWN RECORDS Invertory August 2012 3 of 13
LOCATION TO
STATE
DESTRUCTION
Inventory
DESTRUCTION
Record Series
TYPE OF RECORD
DESCRIPTION OF RECORD
INCLUSIVE DATES
BESTORED
RETENTION
DATE
Conducted
DATE
Schedule
Number
PERIOD
GR
1025-01e
Fiscal Audit Records
TSHA 2007 Audit Working Papers
Aug -07
Town Hall
3 Yrs
Sep -10
P Ehrenberg
GR
1025-09
Investment
THSA Trustee Statements
112003-712003
Town Hall
FE + 5 Yrs
Aug -07
P Ehrenberg
Transaction
Acounts Payable and
GR
1025-26
Disbursement
TSHA Accounts Payable Invoices
2000-2008
Town Hall
FE + 3 Yrs
Oct -11
P Ehrenberg
Records
GR
1025-28
Banking Records
TSHA Check, Bank Statements, canceled checks, check
1999-2006
Town Hall
FF + 5 Yrs
Jan -12
P Ehrenberg
registers, deposit slips (All)
GR
1075-01c
Bids and Bid
Maintenance Proposals - TSHA properties
0912001-0212005
Town Hall
1 Yr
Mar -06
P Ehrenberg
Documentation
1025-27 AIR monthly reports (FY + 3 yrs); 1025-26 A/P
GR
Section 2-1
Financial Records
(FE+3 yrs); 1025-31 Monthly transaction summaries (2
0812003-09/2005
Town Hall
5 years
Oct -10
P Ehrenberg
Financial
yrs); 1025-28 Bank Statements (5 Yrs) - TSH San Marcos
Section 2-1
1025-27 AIR monthly reports (FY + 3 yrs); 1025-26 A/P
GR
Financial Records
(FE+3 yrs); 1025-31 Monthly transaction summaries (2
0812004-912005
Town Hall
5 years
Oct -10
P Ehrenberg
Financial
yrs); 1025-28 Bank Statements (5 Yrs) - TSH Denton
Section 2-1
1025-27 AIR monthly reports (FY + 3 yrs); 1025-26 A/P
GR
Financial Records
(FE+3 yrs); 1025-31 Monthly transaction summaries (2
0812005-0912006
Town Hall
5 years
Oct -11
P Ehrenberg
Financial
yrs); 1025-28 Bank Statements (5 Yrs) - TSH Ballpark
Section 2-1
1025-27 A/R monthly reports (FY + 3 yrs); 1025-26 A/P
GR
Financial Records
(FE+3 yrs); 1025-31 Monthly transaction summaries 1
812004-0912005
Town Hall
5 years
Oct -10
P Ehrenberg
Financial
yrs); 1025-28 Bank Statements (5 Yrs) - TSH Townlake
1025-27 A/R monthly reports (FY + 3 yrs); 1025-26 A/P
GR
Section 2-1
Financial Records
(FE+3 yrs); 1025-31 Monthly transaction summaries (2
0812004-0912005
Town Hall
5 years
Qct -10
P Ehrenberg
Financial
yrs); 1025-28 Bank Statements (5 Yrs) - TSH Cambridge
GR
1025-31 c
Transacion
THSA Monthly Reports - All properties
1211996-0512004
Town Hall
2 Years
Jun -06
P Ehrenberg
Summaries
GR
1025-31 c
Transacion
TSHA Monthly Reports MSU
2005-2006
Town Hall
FY + 2 Yrs
Jan -09
P Ehrenberg
Summaries
Financial Aid Award
End of Award +
JC
3750-011
Records
Applications of Student no longer on Scholarship
2009
Off -Site
3 yrs
Jun -12
P Ehrenberg
SATown SecretarylRecards Management4Recurds Destruction Log TOWN RECORDS Inventory August 2012Recurds Destruction Log TOWN RECORDS Invertory August 2012 3 of 13
Res 12-25
8/30/2012
SATown SecretarylRecords Management4Records Destruction Log TOWN RECORDS Inventory August 2012Records Destruction Log TOWN RECORDS Inventory August 2012 4 Of 13
Record Series
TYPE
TYPE OF RECORD
DESCRIPTION OF RECORD
INCLUSIVE DATES
LOCATION TO
STATE
RETENTION
DESTRUCTION
Inventory
DESTRUCTION
Schedule
Number
BE STORED
DATE
Conducted
DATE
JC
3750-01(b)
Financial Aid Award
Application of Students not awarded scholarships
2011
Town Hall
End of Award +
Jun -12
P Ehrenberg
Records
1 yr
JC
3750-01(b)
Financial Aid Award
Application of Students not awarded scholarships
2009
Town Hall
End of Award +
Jun -11
P Ehrenberg
Records
1 yr
JC
3750-01(b)
Financial Aid Award
Application of Students not awarded scholarships
2010
Town Hall
End of Award +
Jun -12
P Ehrenberg
Records
1 yr
Bldg Trade,
Expiration (+) 3
PW
5250-07
Occupational,
Contractor Registrations
2004
Town Hall
Jan -08
Tlanders
License Records
yrs
Bldg Trade,
Expiration (+) 3
PW
5250-07
Occupational,
Contractor Registrations
2005
Town Hall
Jan -09
Tlanders
License Records
yrs
Bldg Trade,
Expiration (+) 3
PW
5250-07
Occupational,
Contractor Registrations
2006
Town Hall
Jan -10
Tlanders
License Records
yrs
1025-27 AIR monthly reports (FY + 3 yrs); 1025-26 A/P
GR
Section 2-1
Financial Records
(FE+3 yrs); 1025-31 Monthly transaction summaries (2
0812004-0912005
Town Hall
5 years
Qct -10
P Ehrenberg
Financial
yrs); 1025-28 Bank Statements (5 Yrs) - TSH Ballpark
Section 2-1
1025-27 AIR monthly reports (FY + 3 yrs); 1025-26 A/P
GR
Financial Records
(FE+3 yrs); 1025-31 Monthly transaction summaries (2
08/2005-0912006
Town Hall
5 years
Oct -11
P Ehrenberg
Financial
yrs); 1025-28 Bank Statements (5 Yrs) - TSH Cambridge
1025-27 AIR monthly reports (FY + 3 yrs); 1025-26 AIP
GR
Section 2-1
Financial Records
(FE+3 yrs); 1025-31 Monthly transaction summaries (2
0812005-0912006
Town Hall
5 years
Oct -11
P Ehrenberg
Financial
yrs); 1025-28 Bank Statements (5 Yes) - TSH Denton
Section 2-1
1025-27 AIR monthly reports (FY + 3 yrs); 1025-26 A/P
GR
Financial
Financial Records
(FE+3 yrs); 1025-31 Monthly transaction summaries (2
0812005-0912006
Town Hall
5 years
Oct -11
P Ehrenberg
yrs); 1025-28 Bank Statements (5 Yrs) - TSH Townlake
Section 2-1
1025-27 AIR monthly reports (FY + 3 yrs); 1025-26 A/P
GR
Financial Records
(FE+3 yrs); 1025-31 Monthly transaction summaries (2
0812005-09-2006
Town Hall
5 years
Oct -11
P Ehrenberg
Financial
yrs); 1025-28 Bank Statements (5 Yrs) - TSH San Marcos
JC
3750-01(a8)
Financial Aid Award
Applications of Student no longer on Scholarship
2007-2008
Town Hall
End of Award +
Jun -11
P Ehrenberg
Records
3 yrs
GR
1025-4c,d,e
Budgets and Budget
Budgets and Budget working documents
2004-2010
Town Hall
2 yrs
Jul -12
J Greenwood
Documentation
SATown SecretarylRecords Management4Records Destruction Log TOWN RECORDS Inventory August 2012Records Destruction Log TOWN RECORDS Inventory August 2012 4 Of 13
Res 12-25
8!3012012
SlTown SecretarylRecards ManagernentlRecords Destruction Log TOWN RECORDS Inventory August 2012Reeords Destruction Log TOWN RECORDS Inventory August 2012 5 of 13
Record Series
TYPE OF RECORD
DESCRIPTION OF RECORD
INCLUSIVE DATES
LOCATION TO
STATE
RETENTION
DESTRUCTION
Inventory
DESTRUCTION
Schedule
Number
BE STORED
PERIOD
DATE
Conducted
DATE
Service
PW
5200-2
Request/Work
Service RequestfWork Orders
2004-2010
Town Hall
2 yrs
Jul -12
J Greenwood
Orders
Road and Street
PW
5275-7a
Maintenance
Invoices, call logs, notes
2004-2009
Town Hall
3 yrs
Jul -12
J Greenwood
Records
Operation and
UT
5000-12
Maintenance
Utility billing and meter reading training manuals
2004-2008
Town Hall
US
Jul -12
J Greenwood
Manuals
UT
5000-19
Werk Orders
Work orders for rereads, meter replace mentlrepair...
2004-2010
Town Hall
2 yrs
Jul -12
J Greenwood
UT
5000-11
Meter Reading
records for reading of meters - rereads, start read,
1999-2006
Town Hall
3 yrs
Jul -12
J Greenwood
Records
terminations...
UT
5025-7b
Operations Records
Flow reports, calibrations, and measurements
2000-2009
Town Hall
3 yrs
Jul -12
J Greenwood
GR
1075-01b
Bids and Bid
Unsuccesful Bids (formal)
2006-2010
Town Hall
2 yrs
Jul -112
J Greenwood
Documentation
GR
1000-26b
Correspondence
General interallextemal engineering correspondence
1999-2010
Town Hall
2 yrs
Jul -12
J Greenwood
GR
1000-34
Open Records
Utility billing open records
2006
Town Hall
1 yr
Jul -12
J Greenwood
Maintenance, Repair,
GR
1075-18a1
and Inspection
Routine vehicle inspection records
2004-2011
Town Hall
1 yr
Jul -12
J Greenwood
Records
GR
1 D75 -01c
Bids and Bid
Informal quoteslestimates
2004-2011
Town Hall
1 yr
Jul -12
J Greenwood
Documentation
Contruction Project
GR
1075-16c
Delivery tickets, daily work reports...
2003-2007
Town Hall
5 yrs
Jul -12
J Greenwood
Records
PS
4450-02
Emergency Medical
Emergency Medical Service Run Reports
112005-1213112005
Fire Station
Paper Copy
Immediately
L. Lee
Service Run Reports
Only
Paper Copy Only
PS
4450-04
Incident Reports
Incident Reports
112005-12131/2005
Fire Station
Paper Copy
Immediately
L Lee
Only
Paper Copy Only
PS
4100-05
Dispatch Reports
Dispatch Reports
112008-4/2009
Fire Station
Paper Copy
Immediately
L. Lee
Only
Paper Copy Only
SlTown SecretarylRecards ManagernentlRecords Destruction Log TOWN RECORDS Inventory August 2012Reeords Destruction Log TOWN RECORDS Inventory August 2012 5 of 13
Res 12-25
8/30/2012
SATown SecretarylRecords ManagernertWecords Destruction Log TOWN RECO ROS Inventory August 2012Records Destruction Log TOWN RECORDS Inventory August 2012 6 of 13
LOCATION TO
STATE
DESTRUCTION
Inventory
DESTRUCTION
Record Series
TYPE OF RECORD
DESCRIPTION OF RECORD
INCLUSIVE DATES
BE STORED
RETENTION
DATE
Conducted
DATE
Schedule
Number
PERIOD
PS
4450-02
Emergency Medical
Emergency Medical Service Run Reports
112008-412009
Fire Station
Paper Copy
Immediately
L. Lee
Service Run Reports
Only
Paper Copy Only
PS
4450-02
Emergency Medical
Emergency Medical Service Run Reports
1/2007-12/31/2007
Fire Station
Paper Copy
Immediately
L. Lee
Service Run Reports
Only
Paper Copy Only
PS
4450-04
Incident Reports
Incident Reports
1/2007-12/31/2007
Fire Station
Paper Copy
Immediately
L. Lee
Only
Paper Copy Only
Correspondence,
GR
1000-26c
Internal Memoranda
Routine Email Correspondence and Internal Memoranda
511991-512009
Fire Station
AV
Immediately
L. Lee
and Subject Files
(Routine)
Grant Development
GR
1025-08a
and Administrative
Fire/ EMS Grant Material and Records
312002-612007
Fire Station
FE+ 3 Yrs
9/31/2010
L. Lee
Records
Accounts Payable
GR
1025-26a
and Disbursement
Fire/ EMS Invoices
6/2002-312008
Fire Station
FE+ 3 Yrs
9/3112011
L. Lee
Records
GR
1050-56
Time and
Employee Time Sheets
112004-1112004
Fire Station
4 Yrs
11/1/2008
L. Lee
Attendance Reports
GR
1050-56
Time and
Employee Time Sheets
312007-412007
Fire Station
4 Yrs
4/1/2011
L. Lee
Attendance Reports
PS
4025-01a
Activity and
Daily Log
9/2042-1126/2004
Fire Station
1 Yr
1/26/2005
L. Lee
Statistical Reports
PS
4500-02
Breathing Apparatus
SCBA Inspections
9/2004-512006
Fire Station
3 Yrs
5/1/2009
L. Lee
Inspection Records
Conflict Disclosure
GR
1000-43
Statements and
Conflict of Interest Questionnair and Affidavit (P.Steger &
03/20007-0812007
Town Hall
Date of filing +
Sep -12
K Edwards
Conflict of Interest
L.Grawunder)
3 Yrs
Questionnaires
LC
2350-03
Civil and Criminal
2005 - Case Files
2005
Focal Point
5 Years from
Jan -12
A.DeGan
Records
Solutions
closure date
LC
2350-03
Civil and Criminal
2006 - Case Files
2006
Focal Point
5 Years from
Jan -12
A.DeGan
Records
Solutions
closure date
4yrs after
GR
1000-29
Insurance Policy
Insurance Policy: Workers Comp
6115!1997
TH
Jun -01
ABolivar
expiration
SATown SecretarylRecords ManagernertWecords Destruction Log TOWN RECO ROS Inventory August 2012Records Destruction Log TOWN RECORDS Inventory August 2012 6 of 13
Res 12-25
B130/2012
S:1Town SecretaryWecords ManagemenllRecords Destruction Log TOWN RECORDS Inventory August 2012Records Destructior Lag TOWN RECORDS Inventory August 2012 7 of 13
Record Series
TYPE OF RECORD
DESCRIPTION OF RECORD
INCLUSIVE DATES
LOCATION TO
'STATE
RETENTION
DESTRUCTION
Inventory
DESTRUCTION
Schedule
Number
BE STORED
PERIOD
DATE
Conducted
DATE
GR
1000-29
Insurance Policy
Insurance Policy: Crime Coverage
7114/1997
TH
4yrs after
Jul -01
ABolivar
expiration
GR
1000-29
Insurance Policy
Insurance Policy: Renewal
5/22/1996
TH
4yrs after
May -00
ABolivar
expiration
GR
1000-29
Insurance Policy
Insurance Policy: Proposal
913/1997
TH
4yrs after
Sep -01
ABolivar
expiration
GR
1000-29
Insurance Policy
Insurance Liabilities
1/14/1996
TH
4yrs after
expiration
Jan -00
ABolivar
GR
1000-29
Insurance Policy
Insurance Liabilities
4/18/1996
TH
4yrs after
Apr -00
ABolivar
expiration
GR
1000-29
Insurance Policy
Insurance Liabilities
10/1811996
TH
4yrs after
Oct -00
ABolivar
expiration
GR
1000-29
Insurance Policy
Insurance Liabilities
1123/1997
TH
4yrs after
Jan -01
ABolivar
expiration
GR
1000-29
Insurance Policy
Insurance Liabilities
411511997
TH
4yrs after
Apr -01
ABolivar
expiration
GR
1000-29
Insurance Policy
Insurance Liabilities
711511997
TH
4yrs after
Jul -01
ABolivar
expiration
GR
1000-29
Insurance Policy
Insurance Liabilities
1/14/2000
TH
4yrs after
Jan -04
ABolivar
expiration
GR
1000-29
Insurance Policy
Insurance Liabilities
10/20/1997
TH
4yrs after
Oct -01
ABolivar
expiration
GR
1000-29
Insurance Policy
Insurance Liabilities and Workers Comp
4/2512401
TH
4yrs after
Apr -05
ABolivar
expiration
4yrs after
GR
1000-29
Insurance Policy
Insurance Liabilities and Workers Comp
1112/2001
TH
expiration
Jan -05
ABolivar
GR
1000-29
Insurance Policy
Insurance Liabilities and Workers Comp
7/14/2000
TH
4yrs after
Jul -04
ABolivar
expiration
GR
1000-29
Insurance Policy
Insurance Liabilities and Workers Comp
10/13/2000
TH
4yrs after
Oct -04
ABolivar
expiration
S:1Town SecretaryWecords ManagemenllRecords Destruction Log TOWN RECORDS Inventory August 2012Records Destructior Lag TOWN RECORDS Inventory August 2012 7 of 13
Res 12-25
8/3012012
S VTown SecretarylRecords ManagemenARecords Destruction Log TOWN RECORDS Inventory August 2012Records Destruction Log TOWN RECORDS Inventory August 2012 8 of 13
Record Series
TYPE OF RECORD
DESCRIPTION OF RECORD
INCLUSIVE DATES
LOCATION TO
STATE
RETENTION
DESTRUCTION
Inventory
DESTRUCTION
Schedule
Number
BE STORED
PERIOD
DATE
Conducted
DATE
GR
1000-29
Insurance Policy
Insurance Workers Comp
Oct -97
TH
4yrs after
Oct -01
ABolivar
expiration
GR
1000-29
Insurance Policy
Insurance Workers Comp
111412000
TH
4yrs after
Jan -04
ABolivar
expiration
4yrs after
GR
1000-29
Insurance Policy
Insurance Workers Comp
411511997
TH
expiration
Apr -01
ABolivar
GR
1000-29
Insurance Policy
Insurance: Renewal
05115/95-05115196
TH
4yrs after
May -00
ABolivar
expiration
GR
1000-29
Insurance Policy
Insurance Doc. Audit
1/30/1997
TH
4yrs after
Jan -01
ABolivar
expiration
4yrs after
GR
1000-29
Insurance Policy
Insurance Exposure Summaries
05/3199-4127102
TH
Apr -06
ABolivar
expiration
GR
1000-29
Insurance Policy
Insurance Change Request
61112003
TH
4yrs after
Jun -07
ABolivar
expiration
GR
1000-29
Insurance Policy
Insurance Surety Bond Cancelation
111311999
TH
4yrs after
Jan -01
ABolivar
expiration
GR
1000-29
Insurance Policy
Certificate of Coverage
1/15/1999
TH
4yrs after
Jan -03
ABolivar
expiration
GR
1050-53b
Federal Tax Forms
941 Emp. Federal Tax Return
12131195-9130196
TH
4yrs
Sep -00
ABolivar
and Reports
GR
1050-53
Federal Tax Forms
State Tax Form; 1995 Employment Tax
3195-3196
TH
4yrs
Mar -00
ABolivar
and Reports
GR
1050-14
Emplolyment
Applications
Mar -10
TH
2yrs from
Mar -12
Tlanders
Applications
receipt
GR
1050-52a
Earning & Deduction
Med Insurance Payroll Deductions
,tan 2001- Dec 2001
TH
5 yrs
.tan -06
Tlanders
Records
GR
1000-41A
Reports Studies
TSHA Marketing Reports (Denton, Townlake, Ballpark)
Nov -06
TH
5 Yrs
Dec -11
P Ehrenberg
non -fiscal
iP1W
5250-08
Inspection Reports
Sunwater Village Report
Mar -08
TH
3 Yrs
Apr -11
P Ehrenberg
S VTown SecretarylRecords ManagemenARecords Destruction Log TOWN RECORDS Inventory August 2012Records Destruction Log TOWN RECORDS Inventory August 2012 8 of 13
Res 12-25
8130/2012
SATown SecretarylRecords ManagennenARecords Destruction Log TOWN RECORDS Inventory August 2012Recards Destruction Log TOWN RECORDS Inventory August 2012 9 of 13
Record Series
TYPE OF RECORD
DESCRIPTION OF RECORD
INCLUSIVE DATES
LOCATION TO
STATE
RETENTION
DESTRUCTION
Inventory
DESTRUCTION
Schedule
Number
BE STORED
PERIOD
DATE
Conducted
DATE
PW
5250-01b
Blueprints & Specs
Residental building permits or certificates of occupancy
2000 -Present
TH
AV
Asjob is
completed
E Edwards
PW
5250-01c
Blueprints & Specs
For mise permits (see items number PW5250-10)
2000 -Present
TH
AV
As job is
completed
E Edwards
GR
1050-11-1050
Employee Selection
Employment Applications (Fire Department)
0512007-0712010
TH
2 Yrs from
Jul -12
T Wood
14
Records
Receipt
GR
1025-26a
Accounts Payable
AP: Check Register
October 2005 thru
Town Hall
FY + 5 years
10/1/2011
S. Whigham
January 2006
Records Room
GR
1025 27a
Accounts Receivable
AR; GF/MC/Westlake Academy
October 2005 thru
Town Hall
FY + 5 years
1011f2011
S. Whigham
Records
January2006
Records Room
GR
1025-27d
Accounts Receivable
AR: OF
October 2005 thru
Town Hall
FY + 5 years
101112011
S. Whigham
Records
January2006
Records Room
GR
1025-28
Banking Records
AR: TexPoollMonth End
October 2005 thru
Town Hall
FY + 5 years
10/1/2011
S. Whigham
January2006
Records Room
GR
1025-26a
Accounts Payable
and Disbursement
Academy AP: Invoices and copies of check #s: #1400
November 2004 thru
Town Hall
FY + 5 years
911/2010
S. Whigham
to #1899
August 2005
Records Room
Records
GR
1025-26a
Accounts Payable
and Disbursement
Academy AP: Invoices & Copies of Check #"s: 1202 thru
November 2003 thru
Town Hall
FY + 5 years
911/2009
S. Whigham
1239/500 thru 799/1000 thru 1399
Sepember 2004
Records Room
Records
Accounts Payable
September 2005 thru
Town Hall
GR
1025-26a
and Disbursement
Westlake Academy: Check #1900-2499
August 2006
Records Room
FY + 5 years
1 011 12 01 1
S. Whigham
Records
GR
1025-26a
Accounts Payable
AP: Check Register
June 2006 thru
Town Hall
FY + 5 years
101112011
S. Whigham
September 2006
Records Room
GR
1025-27a
Accounts Receivable
AR: GF/MC/Westlake Academy
June 2006 thru
Town Hall
FY + 5 years
1011/2011
S. Whigham
Records
September 2006
Records Room
GR
1025-27d
Accounts Receivable
AR: OF
June 2006 thru
Town Hall
FY + 5 years
10/1/2011
S. Whigham
Records
September 2006
Records Room
GR
1025-28
Banking Records
AR: TexPoollMonth End
June 2006 thru
Town Hall
FY + 5 years
10/1/2011
S. Whigham
September 2006
Records Room
GR
1025-26a
Accounts Payable
AP: Check Register
Feb 2006 thru May
Town Hall
FY + 5 years
10/1/2011
S. Whigham
2006
Records Room
SATown SecretarylRecords ManagennenARecords Destruction Log TOWN RECORDS Inventory August 2012Recards Destruction Log TOWN RECORDS Inventory August 2012 9 of 13
Res 12-25
813012012
S:VTown SecretagkRewrds ManagementlRecords Destruction Log TOWN RECORDS Inventory August 2012Records Destruction Leg TOWN RECORDS Inventory August 2012 10 of 13
Record Series
TYPE OF RECORD
DESCRIPTION OF RECORD
INCLUSIVE DATES
LOCATION TO
STATE
RETENTION
DESTRUCTION
Inventory
DESTRUCTION
Schedule
Number
BE STORED
PERIOD
DATE
Conducted
DATE
GR
1025-27a
Accounts Receivable
AR: GF/MC1Westlake Academy
Feb 2006 thru May
Town Hall
FY + 5 years
101112011
S. Whigham
Records
2006
Records Room
GR
1025-27d
Accounts Receivable
AR: OF
Feb 2006 thru May
Town Hall
FY + 5 years
101112011
S. Whigham
Records
2006
Records Room
GR
1025-28
Banking Records
AR: TexPool/Month End
Feb 2006 thru May
Town Hall
FY + 5 years
101112011
S. Whigham
2006
Records Room
GR
1025-26a
Accounts Payable
AP: Check Register
June 2005 thru
Town Hall
FY+ 5 years
101112010
S. Whigham
September 2005
Records Room
GR
1025-27a
Accounts Receivable
AR: GFIMCIWestlake Academy Foundation
June 2005 thru
Town Hall
FY + 5 years
1011/2010
S. Whigham
Records
September 20D5
Records Room
OR
1025-27d
Accounts Receivable
AR: OF
June 2005 thru
Town Hall
FY + 5 years
10/l/2010
S. Whigham
Records
September 2005
Records Room
GR
1025-28
Banking Records
AR: TexPoollMonth End
June 2005 thru
Town Hall
FY + 5 years
10/1/2010
S. Whigham
September 2005
Records Room
Ledgers, Journals,
June 2005 thru
Town Hall
GR
1025-30d
And Entry
YF - Journal Entires 2005
September 2005
Records Room
FY + 5 years
10/1/2010
S. Whigham
Documentation
GR
9025-26a
Accounts Payable
AP: Check Register
February 2005 thru
Town Hall
FY + 5 years
10/1/2010
S. Whigham
May 2005
Records Room
GR
1025-27a
Accounts Receivable
AR: GFIMCIWestlake Academy Foundation
February 2005 thru
Town Hall
FY + 5 years
10/1/2010
S. Whigham
Records
May 2005
Records Room
GR
9025-27d
Accounts Receivable
AR: OF
February 2045 thru
Town Hall
FY + 5 years
1011/2010
S. Whigham
Records
May 2005
Records Room
GR
1025-28
Banking Records
AR: TexPoollMonth End
February 2005 thru
Town Hall
FY + 5 years
10/1/2010
S. Whigham
May 2005
Records Room
GR
1025-26a
Accounts Payable
AP: Check Register
October 2004 thru
Town Hall
FY + 5 years
10!1!2010
S. Whigham
January 2005
Records Room
GR
1025 27a
Accounts Receivable
AR: GF/MC/Westlake Academy Foundation
October 2004 thru
Town Hall
FY + 5 years
1011/2010
S. Whigham
Records
January 2005
Records Room
GR
9025-27d
Accounts Receivable
AR: OF
October 2004 thru
Town Hall
FY + 5 years
1019/2010
S. Whigham
Records
January 2005
Records Room
GR
1025-28
Banking Records
AR: TexPoollMonth End
October 2004 thru
Town Hall
FY + 5 years
10/1/2010
S. Whigham
January 2005
Records Room
S:VTown SecretagkRewrds ManagementlRecords Destruction Log TOWN RECORDS Inventory August 2012Records Destruction Leg TOWN RECORDS Inventory August 2012 10 of 13
Res 12-25
813012012
S:1Town SecretarylRecords Management4Records Destruction Log TOWN RECORDS Inventory August 2012Records Destruction Log TOWN RECORDS Inventory August 2012 11 of 13
Record Series
TYPE OF RECORD
DESCRIPTION OF RECORD
INCLUSIVE DATES
LOCATION TO
STATE
RETENTION
DESTRUCTION
Inventory
DESTRUCTION
Schedule
Number
BE STORED
PERIOD
DATE
Conducted
DATE
GR
1025-26a
Accounts Payable
AP: Check Register
May 2004 thru
Town Hall
FY + 5 years
10/l/2009
S. Whigham
September 2004
Records Room
GR
1025-27a
Accounts Receivable
AR: GF/MC/Westlake Academy Foundation
May 2004 thru
Town Hall
FY + 5 years
10/1/2009
S. Whigham
Records
September 2004
Records Room
GR
1025-27d
Accounts Receivable
AR: OF
May 2004 thru
Town Hall
FY + 5 years
10/1/2009
S. Whigham
Records
September 2004
Records Room
GR
1025-28
Banking Records
AR: TexPool/Month End
May 2004 thru
Town Hall
FY + 5 years
101112009
S. Whigham
September 2004
Records Room
GR
1025-26a
Accounts Payable
AP: Check Register
January 2004 thru April
Town Hall
FY + 5 years
10/1/2009
S. Whigham
2004
Records Room
GR
1025-27a
Accounts Receivable
AR: GF/MC
January 2004 thru April
Town Hall
FY + 5 years
10/112009
S. Whigham
Records
2004
Records Room
GR
1025-27d
Accounts Receivable
AR: OF
January 2004 thru April
Town Hall
FY + 5 years
101112009
S. Whigham
Records
2004
Records Room
GR
1025-28
Banking Records
AR: TexPoollMonth End
January 2004 thru April
Town Hall
FY + 5 years
10/112009
S. Whigham
2004
Records Room
GR
1025-26a
Accounts Payable
and Disbursement
Town Accounts Payable: Invoices & Copies of Check
March 2006 thru
Town Hall
FY + 5 years
10/1/2011
S. Whigham
Records
#'s: 5000 thru 5699
August 2006
Records Room
GR
1025-26a
Accounts Payable
and Disbursement
Town Accounts Payable: Invoices & Copies of Check
December 2005 thru
Town Hall
FY + 5 years
101112011
S. Whigham
#'s: 4500 thru 4999
February 2006
Records Room
Records
GR
1025-26a
Accounts Payable
and Disbursement
Town Accounts Payable: Invoices & Copies of Check
September 2005 thru
Town Hall
FY + 5 years
10/112011
S. Whigham
#'s: 4099 thru 4400
November 2005
Records Room
Records
GR
1025-26a
Accounts Payable
and Disbursement
Town Accounts Payable: Invoices & Copies of Check
January 2005 thru May
Town Hall
FY + 5 years
10/1/2010
S, Whigham
Records
#'s: 3000 thru 3499
2005
Records Room
GR
1025-26a
Accounts Payable
and Disbursement
Town Accounts Payable: Invoices & Copies of Check
September 2004 thru
Town Hall
FY + 5 years
10/112010
S. Whigham
Records
#'s: 2500 thru 2999
January 2005
Records Room
GR
1025-26a
Accounts Payable
and Disbursement
Town Accounts Payable: Invoices & Copies of Check
April 2004 thru
Town Hall
FY + 5 years
10/1/2009
S. Whigham
#'s: 2000 thru 2499
September 2004
Records Room
Records
GR
1025-26a
Accounts Payable
and Disbursement
Town Accounts Payable: Invoices & Copies of Check
May 2005 thru
Town Hall
FY + 5 years
10/1/2010
S. Whigham
#'s: 3500 thru 3999
September 2005
Records Room
Records
GR
1025-26a
Accounts Payable
and Disbursement
Town Accounts Payable: Invoices & Copies of Check
January 2004 thru April
Town Hall
FY + 5 years
10/1/2009
S. Whigham
Records
#'s: 1500 thru 1999
2004
Records Room
S:1Town SecretarylRecords Management4Records Destruction Log TOWN RECORDS Inventory August 2012Records Destruction Log TOWN RECORDS Inventory August 2012 11 of 13
Res 12-25
8130/2012
S:STown Secretary4Records Managemen6Records Destruction Log TOWN RECORDS inventory August 2012Records Destruction Log TOWN RECORDS Inventory August 2012 12 of 13
LOCATION TO
STATE
DESTRUCTION
Inventory
DESTRUCTION
Record Series
TYPE OF RECORD
DESCRIPTION OF RECORD
INCLUSIVE DATES
BE STORED
RETENTION
DATE
Conducted
DATE
Schedule
Number
PERIOD
GR
1025-26a
Accounts Payable
and Disbursement
Town Accounts Payable: Invoices & Copies of Check
October 2003 thru
Town Hall
FY + 5 years
10/9/2009
S. Whigham
#'s: 1001 thru 1499
January 2004
Records Room
Records
GR
1025-26a
Accounts Payable
and Disbursement
Town Accounts Payable: Invoices & Copies of Check
October 2002 thru
Town Hall
FY + 5 years
10/1/2008
S. Whigham
#'s: 9501 thru 10300
March 2003
Records Room
Records
GR
1025-26a
Accounts Payable
and Disbursement
Town Accounts Payable: Invoices & Copies of Check
June 2003 thru
Town Hall
FY + 5 years
10/112008
S. Whigham
#'s: 10801 thru 11345
October 2003
Records Room
Records
GR
1025-26a
Accounts Payable
and Disbursement
Town Accounts Payable: Invoices & Copies of Check
March 2003 thru June
Town Hall
FY + 5 years
1011/2008
S. Whigham
#'s: 10301 thru 10800
2003
Records Room
Records
Accounts Payable
Town Accounts Payable: Invoices & Copies of Check
July 2002 thru October
Town Hall
GR
1025-26a
and Disbursement
#'s: 9001 thru 9500
2002
Records Room
FY+ 5 years
1011/2007
S. Whigham
Records
Accounts Payable
Town Accounts Payable: Invoices & Copies of Check
December 2001 thru
Town Hall
GR
1025-26a
and Disbursement
FY + 5 years
1011/2007
S. Whigham
#'s: 8456 thru 9000
July 2002
Records Room
Records
GR
1025-26 a
Accounts Payable
and Disbursement
Town Accounts Payable: Invoices & Copies of Check
October 2000 thru
Town Hall
FY+ 5 years
10!1!2009
S. Whigham
#'s: 7721 thru 8343
October 2004
Records Room
Records
Accounts Receivable
Town Accounts Receivable Franchise Fees: 1012001
October 2000 thru
Town Hail
GR
1025-27a
thru 09/2002 and Bank Deposits: 2003 thru 2004 and
FY + 5 years
101112009
S, Whigham
Records
October 2004
Records Room
Hotel Tax Fees: 912001 thru 8/2002
GR
1025-28
Banking Records
TexPool: 512003 thru 912003
October 2000 thru
Town Hall
FY + 5 years
101112009
S. Whigham
October 2004
Records Room
Accounts Payable
Town Accounts Payable: Invoices & Copies of Check
October 1, 2000 thru
Town Hall
GR
1025-26a
and Disbursement
FY + 5 years
101112006
S. Whigham
#'s: 7719 thru 8324
September 2001
Records Room
Records
GR
1025-27a
Accounts Receivable
Town Accounts Receivable: Franchise Fees & Hotel Tax
October 1, 2000 thru
Town Hall
FY + 5 years
1011/2006
S. Whigham
Records
Fees: 2000 thru 2001
September 2001
Records Room
Accounts Payable
Town Accounts Payable: Invoices & Copies of Check
October 2000 thru
Town Hall
GR
1025-26a
and Disbursement
FY + 5 years
1011/2006
S. Whigham
Records
#'s: 7724 thru 8454
December 2001
Records Room
Town (Court) AP: Invoices/Check Requests & Copies of
Accounts Payable
Checks: FY 2002-Ck #1001-1035/FY 2003-Ck #1036-
January 2002 thru May
Town Hall
GR
1025-26a
and Disbursement
FY + 5 years
101112010
S. Whigham
Records
11281FY 2004-Ck #1001-11101FY 2005-Ck #1111-1146
& 114700-114778
2005
Records Room
GR
1025-27a
Accounts Receivable
Town: Hotel TaxlPayment Tech (Credit Card)/Franchise
FY 2003-2004
Town Hall
FY + 5 years
10/1/2009
S. Whigham
Records
Fees
Records Room
GR
1050-53b
Federal & State Tax
Town: W9 Forms
FY 2003-2004
Town Hall
FY + 5 years
101112009
S. Whigham
Forms & Reports
Records Room
Town Bank Statements & Reconciliations (General
GR
1025-27a
Accounts Receivable
Fund/CourUUtllity Fund) and Westlake Academy Bank
September 2flfl4 thru
Town Hall
FY + 5 years
101112010
S. Whigham
Records
September 2fl05
Records Room
Statements
S:STown Secretary4Records Managemen6Records Destruction Log TOWN RECORDS inventory August 2012Records Destruction Log TOWN RECORDS Inventory August 2012 12 of 13
Res 12-25
813012012
S:1Towr SecretarySRecords ManagementlRecards Destruction Log TOWN RECORDS Irventury August 2012Records Destruction Log TOWN RECCRDS Inventory August 2012 13 of 13
Record Series
TYPE OF RECORD
DESCRIPTION OF RECORD
INCLUSIVE DATES
LOCATION TO
STATE
RETENTION
DESTRUCTION
Inventory
DESTRUCTION
Schedule
Number
BE STORED
PERIOD
DATE
Conducted
DATE
GR
1025-28
Banking Records
TexPool Statements and Bank One Analysis
September 2004 thru
Town Hall
FY + 5 years
10/1/2010
S. Whigham
September 2005
Records Room
GR
1025-28
Banking Records
Town Bank Statements & Reconciliations (General
February 200 thru July
Town Hall
FY +5 years
1011/2009
S. Whigham
Fund146/Utility Fund/Court)
2004
Records Room
1. Town Bank Statements & Reconciliations: General
September 2005 thru
Town Hall
GR
1025-28
Banking Records
Fund/Court/Utility Fund/TexPool) and 2. Westlake
September 2006
Records Room
FY + 5 years
1011/2011
S. Whigham
Academy Bank Statements
1. Town/Utility Fund/Court/General Fund - Bank
GR
1025-28
Banking Records
Statements & Reconciliations: 1012003 thru 912004 and
September 2003 thru
Town Hall
FY + 5 years
10/1/2009
S. Whigham
2. Westlake Academy Bank Statements: 0912003 thru
September 2004
Records Room
0812004 and 3. TexPool Statements: 112004 thru 912004
1. Town Bank Statements: 10/1999 thru 12/2003 and 2.
GR
1025-28
Banking Records
TexPool Statements (General
FY's: 1999-2005
Town Hall
FY + 5 years
10/1/2010
S. Whigham
Fund/4A14BIVisitors/Lonestar): 2001-2003 and 3. Chase
Records Room
Bank Depository Proposal: 2005
t. General Fund/Court/Utility Fund Bank Statements:
11/2001 thru 0312003 and 2. Court Sercurity Bank
November 2011 thru
Town Hall
GR
1025-28
Banking Records
Statements: 1012002 thru 1112002 and 3. Court
March 2003
Records Room
FY + 5 years
10/112008
S. Whigham
Technology Bank Statement: 112002 and 4. TexPool
4A/4B/Civic Campus 2002: 912002 thru 0212003
January thru December
Town Hall
GR
1025-28
Banking Records
Town Bank Statements & Cancelled Checks
for FY's:
Records Room
FY + 3 years
10/112008
S. Whigham
20001200112002/2003
GR
1025-26a
Accounts Payable
and Disbursement
Town (Utility Fund) AP: Invoices & Copies of Check #'s:
October 2011 thru April
Town Hall
FY + 5 years
10/1/2010
S. Whigham
1072 thru 1232
2005
Records Room
Records
GR
1025-27a
Accounts Receivable
Town: Hotel TaxlFranchise Fees/Payment Tech (Credit
October 2004 thru
Town Hall
FY + 5 years
10/112010
S. Whigham
Records
Card)
September 2005
Records Room
GR
1025-27d
Accounts Receivable
Town: Month End Utility Billing Summary
October 2004 thru
Town Hall
FY + 5 years
10/1/2010
S. Whigham
Records
September 2005
Records Room
GR
1050-53b
Federal & State Tax
W9 Forms
October 2004 thru
Town Hall
FY + 5 years
1011/2010
S. Whigham
Forms & Reports
September 2005
Records Room
GR
1025-27d
Accounts Receivable
Town: Month End Utility Billing Summary
FY 2005-2006
Town Hall
FY + 5 years
101112011
S. Whigham
Records
Records Room
GR
1025-27a
Accounts Receivable
Town: Hotel Tax/Franchise Fees and Court &
FY 2005-2006
Town Hall
FY + 5 years
101112011
S. Whigham
Records
Foundation: Credit Card Statements
Records Room
S:1Towr SecretarySRecords ManagementlRecards Destruction Log TOWN RECORDS Irventury August 2012Records Destruction Log TOWN RECCRDS Inventory August 2012 13 of 13