EXHIBIT_E_-_FILE_HANDLING_UPON_COMPLETION.pdf
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- Attached to
- Local Boards Legal Counsel Services
- Solicitation number
- RTM RFP 25-002
- Issued by
- Maricopa County, Phoenix City, Arizona
About this file
This document is a Request for Proposal (RFP No. RTM RFP 25-002) from the City of Phoenix Retirement Department for Local Board Legal Counsel Services. The RFP includes two key exhibits: Exhibit E detailing file handling procedures upon contract completion and a comprehensive Records Retention Schedule from the City Clerk Department's Records Management Division. The file handling procedures specify that legal counsel must contact the Board Executive Secretary within 60 days of concluding services, providing specific details about document archiving, including year and box numbers, destruction timelines, and indexing requirements.
The Records Retention Schedule provides a detailed matrix outlining retention periods for various administrative and financial documents, ranging from 1 month to 21 years depending on the record type. Key record categories include accounts payable and receivable records, banking records, contracts, correspondence, payroll registers, and work-related documents. Each record type is assigned a specific retention period, with notations about prime copy locations and disposal instructions. The schedule ensures systematic management of documents across different departments, with retention periods designed to meet legal and operational needs while maintaining efficient records management.
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Text version
CITY OF PHOENIX
RETIREMENT DEPARTMENT
LOCAL BOARD LEGAL COUNSEL SERVICES
REQUEST FOR PROPOSAL
RTM RFP 25-002
RETIREMENT
OFFICE
EXHIBIT E – FILE HANDLING UPON COMPLETION
LOCAL BOARD LEGAL COUNSEL RECORDS
RETENTION/RETURN PROCEDURES
GOVERNING STATUTE:
Within 60 days of the conclusion of the matter for which services were retained, and to further the purposes of ARS § 41-1346, Counsel will follow the procedures listed below.
THE CITY’S REQUIREMENTS:
Contact – Counsel will contact the Board Executive Secretary to obtain the following information:
• Year and box number
• Month and year to be destroyed.
• Review of Excel Index
• Completed transmittal form.
Note: Contact will be Board Executive Secretary you have been working with on the cases you are archiving
BOXES - CONTENTS
Items must be boxed in bankers’ boxes (#703 boxes preferred).
Box size must be 10”H x 12”W x 15”D.
All files should face the same direction/forward.
No hanging files, notebooks, binder clips or binders in boxes.
Highlight box number on paperwork before placing paperwork in boxes.
Not necessary to seal the boxes, as they will be examined by the Board Executive Secretary
LOCAL BOARD LEGAL COUNSEL SERVICES
OFFICE
RECORDS RETENTION SCHEDULE
THE CITY CLERK DEPARTMENT
RECORDS MANAGEMENT DIVISION
ITEM
NO.
NAME OF RECORD
(SERIES)
RETENTION PD. IN
YRS.
Active | Inactive | Total
DISP
INST REMARKS
1. Accounts Payable Claim Records, Payment Control Documents, Invoices, Receipts, Receiving Reports, Vouchers Payable and All Supporting Documents
10 – 10 X (Prime Copy – Finance/Accounts Payable)
2. Accounts Receivable Records 6 – 6 X (Prime Copy – Finance/Accounts)
3. Banking Records (Void or Returned Checks, Deposits, Reconciliations, Statements, Stubs, etc.)
5 – 5 X (Prime Copy – Individual Depts.)
4. Cash Receipts 5 – 5 X (Prime Copy – Individual Depts.)
5. Claim Files, Liability and Recovery Claims
5 – 5 X After settlement or after maturity of claim if minor (Prime Copy – Finance/Risk Management)
6. Contracts, Leases and Agreements 6 – 6 X After expiration (Prime Copy – The Board Clerk)
7. Correspondence, General 2 – 2 X (Prime Copy – Individual Depts.)
8. Credit Card Receipts 2 – 2 X After transaction completed (Prime Coy – Individual Depts.)
9. Electronic Mail 1 mo – 1 mo X (Prime Copy – individual Depts.)
10 Finance Department Letters – – – X After reference value served (Prime Copy – Finance/Administration)
11. Journal Entries 5 – 5 X After fiscal year created (Prime Copy – Individual Depts.)
12. Non-The Board Cash Fund Receipts 3 – 3 X (Prime Copy – The Board
LOCAL BOARD LEGAL COUNSEL SERVICES
OFFICE
Clerk)
13. Payroll Register 21 – 21 X (Prime Copy – Finance/Accounts)
14. Petty Cash 3 – 3 X (Prime Copy – Individual Depts.
15. Purchase Requisitions 5 – 5 X (Prime Copy – Finance/Purchasing)
16. Transitory Materials (Letters of Transmittal, Informational Bulletins, Correspondence of Limited Value)
3 mo – 3mo X (Prime Copy – Individual Depts.)
17. Unsuccessful Offers – Professional Services
1 – 1 X (Prime Copy – Individual Depts.)
18. Work Orders/Activity Allocations 5 – 5 X (Prime Copy – Individual Depts.)
19. Work Order Timecards 3 – 3 X (Prime Copy – Individual Depts.)
20. Work Reports (Daily Reports, Weekly Reports, Reports of Limited Value)
1 mo – 1 mo (Prime Copy – Individual Depts.)
File details come from the government source that posted it. Updated .