Item P7BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date:_ November 17, 2010 Division: Clerk of the Circuit Court
Bulk Item: Yes X No _ Department: Clerk of the Circuit Court Finance Dept
Staff Contact Person/Pl>Qne #, Kevin x35:
�• ` A
AGENDA ITEM WORDING: Approval is required, from the Board of County Commissioners in
accordance with Florida Statute 28.31, for the Clerk of the Circuit Court to destroy the official financial
records of the Board of County Commissioners. These records are identified on the attached form and
the retention period is in accordance with the State of Florida's Library and Archives for local
government agencies.
PREVIOUS RELEVANT BOCC ACTION: N/A
CONTRACT/AGREEMENT CHANGES: N/A
STAFF RECOMMENDATIONS: N/A
TOTAL COST: N/A INDIRECT COST: N/A BUDGETED: Yes _No
COST TO COUNTY: N/A SOURCE OF FUNDS: N/A
REVENUE PRODUCING: Yes No X AMOUNT PER MONTH Year
APPROVED BY: The Clerk of the Circuit Court
DOCUMENTATION:
DISPOSITION:
Revised 1 /09
Included YES Not Required
AGENDA ITEM #
NO.
RECORDS OF DISPOSITION DOCUMENT
]PAGE
OF PAGES
1. AGENCY NAME and ADDRESS
2. AGENCY CONTACT (Name and Telephone Number)
Clerk of Court
Sandra Carlile
500 Whitehead Street
Key West, FL 33040
( 305 ) 292 - 3560
EXT.
3. NOTICE OF INTENTION: The schedule records listed in Item 5 are to be disposed of in the manner checked below (specify
only one).
( X ) a. Destruction ( ) b. Microfilming and Destruction
( ) c. Other
4. SUBMITTED BY: I hereby certify that the records to be disposed of are correctly represented below, that any audit requirements
for
the records h bee ully justified, and that further retention is not required
for any litigation pending or imminent.
Salome McIntosh, Accts Payable Supervisor
/
( ( U I / O
gn ture
Name and Title
Date
S. WT oF:RECO 01SERIES
a.
Schedule
b.
Item
C.
Title
d.
Retention
e.
Inclusive
f.
Volume
g.
Disposition
No.
No.
Dates
in
Action and
Cubic
Date
Feet
Completed
After
Authorization
GS11-
028
Suncom Telephone Logs
1 yr
2004
7 boxes
GS1L
042
Purchase Orders Voided
1 yr
2003
1 box
GSlI
042
Purchase Orders Voided
1 yr
2004
1 box
GS1L
053
Fuel Reports
1 yr
2001-2004
4 boxes
GSlI
065
Expired Non Capital Contract Copies
5 yrs
2003
2 boxes
GS1-SL
085
Bank Reconciliation Stop Payments
5 yrs
2002-2003
1 box
G51L
121
Accounts Payable Vouchers
5 yrs
2003
61 boxes
GS11-
121
Accounts Payable Voucher Reports
5 yrs
2003
10 boxes
GSlI
121
Accounts Payable Vouchers
5 yrs
2004
64 boxes
GS11-
121
Accounts Payable Voucher Reports
5 yrs
2004
10 boxes
G51L
159
1099's
4 yrs
1990, 2003, 2004
3 boxes
6. DISPOSAL AUTHORIZATION: Disposal for the above records is
7. DISPOSAL CERTIFICATE: The above listed records
authorized. Any deletions or modifications are indicated.
have been disposed of in the manner and on the date
shown in column g.
Signature
Date
Custodian/Records Management Liaison Officer Date
Name and Title
Witness