Looking for advice (best practice) on numbering for municipal retention codes.
Here is the scenario:
Lets say you have 13 departments, each of those departments can have from
4 to 138 or more individual records per department. The first part of the code
will represent an abbreviation of the department (i.e. CAO - City Attorneys
office, Finance - FIN, etc.) the next will be individual numbers for each record
(01,02,03, etc.) My initial thought was to use thousands for each department
(CAO1000, FIN2000, etc.) so the numbers are completely different for each
department and if you go past 100 records your ok, however that gets
cumbersome because when you reach the 10 department your now in the
10,000 thousandths which is just too large. The alternative is to start the
sequence of numbers over from 01 for every department and rely on the
abbreviation pre-fix to distinguish them differently. (i.e. CAO01, FIN01, etc.)
Anyone have other suggestions to keep it as simple as possible?
I thought of not using the codes at all, but it makes it much easier for users to
spit out a code when identifying a record on their department retention
schedule, and the main reason is to tie the code to the actual retention time in
our ECM system (we use Laserfiche).
While we do follow the Colorado Municipal Records Retention Schedule
(CMRRS). The organization of records in the CMRRS is more by record type and
they assign a schedule # than a “.” Record type number followed by a letter for
each record (that may have different retention times) See sample below. This
seems rather cumbersome especially when trying to incorporate\translate it
into your ECM system. A dynamic table in Laserfiche allows the user to select
their department first followed by the individual record.
Thanks for any advice or comments.
Colorado Municipal Records Retention Schedule
SCHEDULE 30. Financial Records
30.010 Accounts Payable (NP) Records
30.020 Accounts Receivable (NR) Records
30.030 Asset Records
30.040 Audit Records
30.050 Bank Records
30.060 Bankruptcy and Foreclosure Records
30.070 Bond Issue Records
30.080 Budget Records
30.090 Fee and Rate Schedules and Supporting Documentation
30.100 Financial Guarantees
30.110 Franchise Records
30.120 Grant Records
30.130 Improvement District Records
30.140 Investment Records
30.150 Ledgers and Journals
30.160 Loan Records
SCHEDULE 35. Fleet and Equipment Records
35.010 Equipment Records in General
35.020 Fuel Use Records
35.030 Maintenance and Safety Records- Vehicles and Equipment
30.010 ACCOUNTS PAYABLE (NP) RECORDS
Records documenting outgoing payments.
A. Accounts Payable Records in Genera A/P records including but not limited to
automatic clearinghouse (ACH) forms, A/P balance sheets, copies of bills
paid, checks issued (including check registers), invoices and statements,
receiving reports, vendor files, expense and reimbursement request
documentation, charge slips, credit card statements, and reports to the
governing bod listing bills to be paid. Retention: 7 years
B. Credit Card Records Records of credit cards issued for municipal
use.Retention: 2 years after cancellation
C. Forms 1099 and W-9 Forms for tracking taxpayer information for vendors
when the charges for services exceeds $600 for the year. Retention: 4 years
D. Petty Cash Records Records of petty cash fund account and requests for
petty cash for various purposes. Retention: 2 years
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