HomeMy WebLinkAboutDisposition Forms_36-13_09/20/2013 RECORDS DISPOSITION DOCUMENT NO. — 13
Revised: 12/20/11 PAGE 1 OF 1 PAGES
1. AGENCY 2. DEPARTMENT Utilities 3. BUREAU
Village of Tequesta N/A
4. ADDRESS (Street, City, and Zip Code) 5. CONTACT (Name and Telephone Number)
345 Tequesta Drive Lori McWilliams, MMC
Tequesta, FL 33469 561- 768 -0443
6. SUBMITTED BY: I hereby certify that the records to be disposed of are 7. NOTICE OF INTENTION
correctly represented below, that any audit requirements for the records
have been fully justified, and that further retention is not required for any The scheduled records listed in Item 8 are to be disposed of in the
litig 'on pending r imminent. manner checked below (specify only one):
T /�'// r
SigrLture Date X—�a. Destruction 0 b. Microfilming and Destruction
0 a.1 Shred = a.2 Recycle
Nathan Litteral, Water Plant Superintendent c. Imaging and Destruction
Name and Title 0 d. Other
8. LIST OF RECORD SERIES
a. b. C. d. e. f. g.
Schedule Item Title Retention Inclusive Volume Disposition
Item No. Dates in Action and Date
Cubic Completed After
Feet Authorization
GS1 -L 141 Work Orders 3 years 2001 -2009 , a 1 (laa ( 3
9. DISPOSAL AUTHORIZATION: Disposal for the above listed records 10. DISPOSAL CERTIFICATE The above listed records have been
authorized. Any deletions or modifications are indicated disposed of in the manner and on the date shown in column g.
l \ (Witness to the Records Disposition)
Signature: Date: J Cx d Signature r Date: J( //
Print Name: Lori McWilliams Print Name:
Print Title: Village Clerk Print Title: L I`e(�L
NOTE: Upon disposition retain this form for your records
FLORIDA DEPARTMENT OF STATE
GENERAL SCHEDULE FOR LOCAL GOVERNMENTS GS1 -L
VEHICLE MAINTENANCE/ USAGE RECORDS Item# 53
This record series consists of, but is not limited to, all records /logs /activity pertaining to vehicle maintenance and usage
for gas, tires, repairs, fuel reports, vehicle usage activity, etc. used for agency cars. See also "VEHICLE RECORDS."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
VEHICLE RECORDS Item# 154
This record series consists of all records pertaining to each vehicle owned by the agency. The series includes the
vehicle registration papers, title, contracts, warranties, inspection information, maintenance agreements, credit card
information, confidential tag issuance information and any other documentation relating to the vehicle. See also
"VEHICLE MAINTENANCE/ USAGE RECORDS."
RETENTION:
a) Record copy. 1 year after disposition of vehicle provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
VERIFICATION RECORDS: ATTENDANCE/ EMPLOYMENT/ ENROLLMENT Item# 243
This record series consists of written replies created in response to requests made to public agencies for verification of
employment at an agency or of enrollment/attendance at an educational institution. The record series may also apply to
logs that are created in order to record the number of telephone inquiries for such verification and responses that are
made verbally over the telephone.
RETENTION:
a) Record copy. 90 days.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
W -2 FORMS Item# 157
This record series consists of information reported from employer to employee concerning total wages paid during
previous year. The information includes name, address, social security number, gross income, amount of federal tax
and social security withheld. The retention period for the record copy was established pursuant to Section 26 CFR
31.6001 -1(2). See also "W -4 FORMS," 'W-9 FORMS," "941 -E FORMS," "1096 REPORTS,` "1099 FORMS," and /or
"1099 REPORTS."
RETENTION:
a) Record copy. 4 calendar years.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
W -4 FORMS Item# 158
This record series consists of information reported from employee to employer concerning dependent deductions
claimed. The information includes name, address, social security number, marital status, and number of dependents
claimed. The retention period for the record copy was established pursuant to Section 26 CFR 31.6001 -1(2). See also
"W -2 FORMS," "W -9 FORMS," "941 -E FORMS," "1096 REPORTS," 1099 FORMS," and /or "1099 REPORTS."
RETENTION:
a) Record copy. 4 calendar years.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
W -9 FORMS Item# 178
This record series consists of the information used in creating the 1099 report that is given to the customer and the
Internal Revenue Service (IRS). The customer certifies backup withholding status and reporting number. See also "W -2
FORMS," "W -4 FORMS," "941 -E FORMS," "1096 REPORTS," "1099 FORMS," and /or 1099 REPORTS."
RETENTION:
a) Record copy. 4 calendar years.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
WORK ORDERS Item# 141
This record series consists of information reflecting the individual history of major or minor maintenance or services
requiring a work order request. Work order includes dates, locations, cost of labor, hours worked, equipment cost per
hour, material used and cost, and pertinent details. This item does not include equipment maintenance records. See
also "EQUIPMENT MAINTENANCE/ USAGE RECORDS."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
34 7/01