HomeMy WebLinkAboutDisposition 202 - 06-28-2017NO.202
RECORDS DISPOSITION DOCUMENT
PAGE 1 OF 22 PAGES
1. AGENCY NAME and ADDRESS 2. AGENCY CONTACT (Name and Telephone Number)
City of Cape Canaveral, Florida Mia Goforth, CMC
105 Polk Avenue City Clerk
Cape Canaveral, Florida 105 Polk Avenue
32 92 0 City of Cape Canaveral,Florida
321) 868 - 1220 Ext. 220
3. NOTICE OF INTENTION: The scheduled records listed in Item 5 are to be disposed of in the manner checked below(specify only
one).
a. Destruction b. Microfilming and Destruction c. Other Human Error at Offsite Storage
4. SUBMITTED BY: I hereby certify that the records to be disposed of are correctly represented below,that any audit requirements for
the records have been fully justified,and that further retention is not required for any litigation pending or imminent.
N/A N/A N/A
Signature Name and Title Date
5. LIST OF RECORD SERIES
f. 9.
a. b. c.d.e. Volume Disposition
Schedule Item Title Retention Inclusive In Action and
No.No.Dates Cubic D(g
Feet Completed
After
Authorization
SEE ATTACHED PAPERWORK
SEE ATTACHED 19.5 N/A
In June 2017,the current contracted offsite
storage facility audited all City boxes and
discovered fifteen(15)archived boxes of
a records did not make the transition from the
r/ • j1 prior contractor's storage facility to the
DI
current one in December 2015.
lThrough diligent research,the City Clerk's
Office determined on 6-28-2017 that 13 of
these boxes are not onsite nor have they
appeared on any prior disposition sheet.
It has been concluded that prior human error
of a prior offsite storage contractor occurred
and resulted in the inadvertant destruction of
the following boxes:
929a,933a,951,952, 1026, 1027, 1028,
1032, 1075, 1077, 1080, 1081 and an
unnumbered box sent offsite by the City
Clerk's Office in 1999.
383944) (341535)
The contents of boxes 48B and 49A were
listed on Disposition Sheet#45 in 1997.
6. DISPOSAL AUTHORIZATION: Disposal for the above listed 7. DISPOSAL CERTIFICATE: The above listed records have been
records is authorized. Any deletions or modifications are indicated. disposed of in the manner and on the date shown in column g.
N/A N/A
Signature Date
N/A N/A N/A
Custodian/Records Management Liaison Officer Date Name and Title
N/A
Witness
Page 2 of 22
From: Jolene Walts <Jolene@archivemanagementsolutions.com>
Sent: Monday,June 19, 2017 4:30 PM
To:Mia Goforth
Subject: RE: Shredding Services - VRC
Attachments: image001.png; image002.png; image003.png; image004.png; image005.png
Mia,
I went through CCV's entire inventory and there is one more box I am adding to the list that I sent you earlier
today.
Box# 400425 (This box is located on your current destruction list)
The remaining boxes from your list(98 total) are pulled and ready for destruction on Friday.
Jolene Waits
Warehouse Operations Manager
Archive Management Solutions
734) 751-2004
7803 Ellis Rd, Melbourne, FL 32904
Jolene@archivemanagementsolutions.com
On June 19, 2017 at 11:51 AM Mia Goforth <M.Goforth@ cityofcapecanaveral.org>wrote:
Hi Jolene,
Daniel and I will review our records and get back to you and Jeffprior to our visit this Friday.
Thanks!
Mia
i
Page 3 of 22
Mia Goforth, CMC
t City Clerk/Records Management Liaison Officer
m.goforth(a)cityofcapecanaveral.org
321-868-1220 Ext 220 321-868-1248 fax
105 Polk Avenue. P.O.Box 326
Cape Canaveral,FL 32920
www.citVofcapecanaveral.ori
LaunchYour connection... 0 (D 'W 0
From:Jolene Walts [mailto:jolene@archivemanagementsolutions.com]
Sent: Monday,June 19, 2017 11:26 AM
To: Mia Goforth <M.Goforth@cityofcapecanaveral.org>
Cc:Jeff Walts<jeff@archivemanagementsolutions.com>
Subject: RE: Shredding Services -VRC
Mia,
We have located 99 out of the 110 boxes you requested for the list on June 6th 2017. Three of
the boxes (388453, 410092 and 410080)were previously delivered on June 2nd 2017. When we
made the move from the Rockledge warehouse to the Melbourne warehouse our Archive
Management Solutions team took extreme care in coding each box to a pallet. Those pallets were
then shrink wrapped and transferred here to the Melbourne Warehouse. The boxes were then
unloaded to a Rack location at the Melbourne warehouse and have been housed here since Dec
2015.
Unfortunately the below boxes were not in the Rockledge warehouse when we took ownership
and we cannot find where they were destroyed by the previous owner. (The barcodes in bold are
on your current destruction list)
404519
404517
404518
404523
408362
408360
408365
408366
341535
383944
2
400392 Page 4 of 22
400436
400435
341674
You and Jeff discussed last year, you had some issues with the previous owner/manager and I
believe we have found another instance of where this set is not located in our facility and have
been previously destroyed. Again, in the past we have not been able to find any documentation
of the destruction from the previous owner.
In an effort to reconcile the correct boxes in storage we performed an audit and found a total of
14 boxes that were not in the Rockledge warehouse during the transition and you have been
charged for those items. We will remove the items and refund the amount from Dec 2015 for
those 14 boxes.
I will have Jeff call you to discuss.
Regards,
Jolene Waits
Warehouse Operations Manager
Archive Management Solutions
734) 751-2004
7803 Ellis Rd, Melbourne, FL 32904
Jolene(a)archivemanaaementsolutions.com
3
CITY OF CAPE CANAVERAL, FLORIDA
Page 9 of 22
RECORDS TRANSFER REQUEST
Building r"" Todd Morley
Department Department Transfer Authorization
ilt.VCA1 Z7 , Zap—1 Susan Chapman
Date Records Coordinator
Clerk's Office Use
GS No. Item No. I Records Series Title I Dates of Record 'Retention[ DD Box No.
From:To:
Street Addresses 600 3 ,J
2:9
1 216 5801 N. Atlantic Avenue 2006 929
Truss Repair
1 216 220 Columbia Drive 2006
Fire Alarm System 2005
Interior Renovations
1 216 200 International Drive 1989
interior fire Is
1 216 419 Jackson Avenue
property survey
1 216 120 Jackson Avenue 1981
garage addition
1 216 124-128 Jefferson Avenue 1990
replat
1 216 116 Jefferson Avenue 1991
porch addition
1 216 214 Jefferson Avenue 1993
2nd floor egress
1 216 317 Jefferson Avenue 2006
balcony addition
1 216 218 Jefferson Avenue 1990
building plans
1 216 514 Jefferson Avenue 1976
Construction Plans
oreign Trade Zone PickUp Date PickUp Authorization