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HomeMy WebLinkAboutMINUTES - 11271990 - 1.119 r`To. �,.BOARD OF SUPERVISORS ""��� FROM: Mark Finucahe , Health Services Director Contra Costa DATE: NOVEMBER 8 , 1990 Co u' SUBJECT: Authorize the Director of Public Health to destroy v�"`� past audit records in accordance with Government Code Section #26202 SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION This Board Order supersedes Board Order dated April 3, 1986 I . Recommended Action: Authorize the Director of Public Health to destroy past audit records in accordance with Government Code Section #26202 . A. Authorize destruction of the following five-year-old records on an ongoing basis: 1. All State project files and records (unless specified, otherwise by State regulations) . 2 . Family Planning billing 3 . Child Health Screening billing 4 . Medical billing 5. Computer runs 6. Laboratory billing B. Authorize destruction of the following two-year-old records on an ongoing basis: 1. School TB testing authorizations 2 . Burial permit reports 3 . Certified vital statistics copies 4 . County issued invoices 5. Deposit receipts and backup materials 6. Petty cash records 7 . Monthly collection reports and used receipt books 8. All internal logs and journals 9. Misc demands, contract or otherwise 10. Purchase orders, requisitions, order memos & invoice copies. II. Financial Impact: None III. Reasons for Recommendation/Background: Once certain records have been audited by the State and/or County, there is no reason to maintain these bulky records in a cramped, overcrowded environment. Loss of warehouse lease prompts consolidation & liquidation of all unnecessary goods & records. CONTINUED ON ATTACHMENT: X YES SIGNATURE;Il,A-4-� RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTE APPROVE OTHER SIGNATURE(SI: ACTION OF BOARD ON �� APPROVED AS RECOMMENDED ,�_ OTHER _ VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE UNANIMOUS (ABSENT `-` ) AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. Health Services (Dr. Brunner ) ATTESTED NOV 2 7 1990 cc: County Administrator ---- PHIL BATCHELOR. CLERK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR BY� , M382/1-83 DEPUTY Board of Supervisors Page 2 III. Reasons for Recommendation/Background: (continued) 26202. Authorizing destruction of records more than two years old: "The Board may authorize the destruction or disposition of any record, paper, or document which is more than two years old and which was prepared or received in any manner other than pursuant to a State status or County charter. The Board may authorize the destruction or disposition of any record, paper or document which is more than two years old, which was prepared, or received pursuant to State statute or County charter, and which is not expressly required by law to be filed and preserved if the Board determines by four-fifths (4/5) vote that the retention of any such record, paper or document is no longer necessary or required for County purposes. Such records, papers or documents need not be photographed, reproduced or microfilmed prior to destruction and no copy thereof need be retained. " IV. Consequences of Negative Action.: Outdated records will continue to occupy needed space.