DISPOSITION AUTHORITY NUMBER (DAN) Destroy when obsolete or superseded, or no longer necessary for department purposes

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Charles Mosley
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1 TACOMA EMPLOYES RETIREMENT SYSTEM Page 1 of 7 DRAFT 1. RETIREMENT BOARD MEETING AGENDA/PACKETS Agendas, handouts, activity planned to be covered at the Board meetings 3 years - Potential Archival value, or no longer necessary for department GS50-05A-03 Paper Microfilm & CD as needed for departmental Contact Regional Archivist before destroying original records. Note: Some agenda packet materials should either be retained for a longer period or incorporated as attachments to minutes due to fiduciary obligations. 2. MINUTES OF MEETINGS Official proceedings of Retirement Board meetings. PERMANENT Potential Archival value GS50-05A-13 Paper/Microfilm/CD Potential archival value. from this series may be transferred to the Regional Archives Branch. 3. AUDIO TAPE RECORDINGS OF BOARD MEETINGS Sound recordings of Board proceedings which may be used to prepare Board Minutes. 4. APPOINTMENTS AND ELECTION OF BOARD MEMBERS Correspondence, notices, sample ballots, etc. 5. RULES & REGULATIONS, POLICY & PROCEDURES election cycle and/or at time of appointment Upon revision Six years GS50-05A-06 Audio Tapes Permanent (Board Minutes) Permanent as adopted GS50-05A-05 Paper/Microfilm Per Tacoma Municipal Code C - The City Clerk retains official election records, including ballots, for 30 days from the last date for filing ballots, after which time the same shall be destroyed unless a question has arisen in connection therewith. GS Paper/Microfilm/CD

2 TACOMA EMPLOYES RETIREMENT SYSTEM Page 2 of 7 6. ANNUAL REPORT/SUMMARY ANNUAL REPORT Financial, actuarial and statistical annual report of operations. Clerk of governing council, commission or board - PERMANENT - 1 copy archival - See remarks, or no longer necessary for department GS50-03D-02 Paper Copy Microfilm Potential archival value. from this series may be transferred to the Regional Archives Branch. 7. BID & PROPOSAL FILES - CONSULTANT CONTRACTS - UNSUCCESSFUL BIDS & PROPOSALS Proposals submitted by investment managers not selected. May include case histories of bids filed, including specifications and other pertinent information. selection period 3 years after award of contract GS50-08A-11 Paper Note: Due to impact of statute of limitations, for additional 6 months recommended due to the impact of claim statute (adds an additional 60 days to statue of limitations) and need for opportunity to review records. 8. BID & PROPOSAL FILES - CONSULTANT CONTRACTS - AWARDED Documentation of contracts awarded for management of custodial retirement accounts. May include proposals, presentation materials, etc., including all amendments or extensions Contract Close Out contract termination GS50-08A-01 Paper Note: Due to impact of statute of limitations, for additional 6 months recommended due to the impact of claim statute (adds an additional 60 days to statue of limitations) and need for opportunity to review records.

3 TACOMA EMPLOYES RETIREMENT SYSTEM Page 3 of 7 9. CONTRACTS AND AGREEMENTS Official signed texts of contracts and agreements to which the Board is a party, including all amendments or extensions Contract Close Out contract termination GS Paper Note: Due to impact of statute of limitations, for additional 6 months recommended due to the impact of claim statute (adds an additional 60 days to statue of limitations) and need for opportunity to review records. 10. GENERAL LEDGER Includes subsidiary journals for financial transactions. last entry made GS50-03A-15 Paper/CD Compact Disk received quarterly from Finance. 11. SUBSIDIARY LEDGERS All ledgers dedicated to individual funds or functions, including but not limited to: accounts payable, expenditures, investments, properties, and revenue last entry made GS50-03A-01 Paper 12. IRS ANNUAL REPORTS AND RETURNS Includes Federal IRS annual reports on individual pensions paid for year; lump sum settlements for year; annual return for employee benefit plan. 4 years GS50-03A-17 Paper/Magnetic Media Finance Department retains magnetic filing information

4 TACOMA EMPLOYES RETIREMENT SYSTEM Page 4 of TREASURER S CASH RECEIPTS/DISBURSEMENTS- (Internal) Monthly record of monies deposited with Treasurer or monies disbursed by Treasurer and charged to Retirement Fund. Includes individual investments. 3 years GS50-03A-08 Paper 14. CAPITAL ASSET INVENTORY Listing of capital assets, equipment held by system; includes date acquired and initial cost. 3 years Until and audit (review 3 yrs) GS50-03A-12 Paper/CD 15. INVESTMENT PORTFOLIOS Documentation of Retirement Office investments. May include agreements, performance reports, asset review, correspondence, and other investment information. May also include prospectuses, broker & advisor analysis information. Closeout of contract, agreement or account 6 years - See Comment Until or after sale or maturity of investment, and audit GS50-03A-01 Paper/CD Note: This item is still being reviewed for longer period. This information is deemed critical to due diligence of the Board, and issues may not arise until after expiration of three years. Do not destroy until reviewed. 16. INVESTMENT ADVISOR REPORTS Monthly & quarterly performance reports; recommendations 3 years, or until after audit - See Comment GS50-03A-19 Paper/CD Note: This item is still being reviewed for longer period. This information is deemed critical to due diligence of the Board, and issues may not arise until after expiration of three years. Do not destroy until reviewed.

5 TACOMA EMPLOYES RETIREMENT SYSTEM Page 5 of ACTUARIAL SURVEYS, EVALUATIONS AND REGISTERS Periodic evaluation of current program and projecting cost figures for benefit amendments. 18. PENSION ROLL Monthly alphabetical printout of retirees; pension amounts received; deductions; total received to date in year. 19. EMPLOYEE CONTRIBUTION REGISTER Annual report of current employees retirement contributions, withdrawals and balances in system for the year. ESSENTIAL RECORD Needs security microfilm backup See remarks. As conducted PERMANENT Need to submit Benefit Eligibility Exhausted Ten years 60 years Need to submit Paper Copy & Microfilm Paper/Microfilm/CD GS50-03E-22 Paper/Microfilm/CD Either the individual employee pay history or the payroll register must be kept for longterm verification of retirement eligibility. The information in this records series should be protected from loss or damage by offsite storage of a security microfilm backup at State Archives. Security microfilm must meet Washington State Archives technical standards. 20. EMPLOYEE CONTRIBUTION REGISTER - Secondary Reconciliation Complete 60 days - Retirement GS50-03E-02 Paper/CD Used for biweekly reconciliations, if necessary. Biweekly report of contributions used to reconcile employee contributions. Includes new hires and exception reports.

6 TACOMA EMPLOYES RETIREMENT SYSTEM Page 6 of RETIREMENT/ACTIVE RETIREMENT/VESTED Includes current benefits and personal history information for employees currently working for City and members of retirement System. Date of membership in retirement system PERMANENT - Until transferred to No. s 22, 23 or 24 below Need to submit Paper 22. RETIREMENT/WITHDRAWN Includes benefit information and personal history information of former employee who left City employment. Contribution Inactivity Seven years after verification of death, or 60 years from last activity Need to submit Paper -Retained in file 23. RETIREMENT/ACTIVE RETIRED Includes current benefits and personal history information on former employees now receiving retirement benefits. Death of retiree 7 years Need to submit Paper -Retained in file 24. RETIREMENT/ACTIVE SURVIVORS Includes current benefits and personal history information on beneficiaries of former employees now receiving benefits. Death of beneficiary 7 years Need to submit Paper Retained in file

7 TACOMA EMPLOYES RETIREMENT SYSTEM Page 7 of PAYROLL REGISTER Record of employees time worked used to document and/or reconstruct time for qualification or calculation of benefits. ESSENTIAL RECORD Needs security microfilm backup See remarks. 60 years, or no longer necessary for department GS50-03E-15 Paper Either the individual employee pay history or the payroll register must be kept for longterm verification of retirement eligibility. The information in this records series should be protected from loss or damage by offsite storage of a security microfilm backup at State Archives. Security microfilm must meet Washington State Archives Notes: Paper copies are the only approved storage media for, at this time. Items transferred to CD and/or Microfilm should be used for departmental convenience, unless they are essential records, in which case microfilm is the security backup to the paper copy. For Items #9-14, and 18, 19, and 25, the primary copies are retained by the Finance Department.

Record Retention and Destruction Policy

Record Retention and Destruction Policy This policy covers all records and documents, regardless of physical form or characteristics, which have been made or received by Boys & Girls Clubs of Palm Beach