Brief Description: Modifying record retention provisions for county auditors.

Sponsors: Representative Alexander.

Hearing Date: 2/13/03

Staff: Anne Warwick (786-7291).

Background:

‟Official public records” include original claims, receipts, and other documents necessary to isolate and prove the validity of every transaction relating to the receipt, use, and disposition of all public property and public income. The retention period for official public records is six years. The Budgeting, Accounting, and Reporting System's manual states that the original copy of all claims should be filed in the office of the auditing officer of the municipality. Supporting documentation must be retained and either attached to the claims or canceled by the auditing officer to prevent reuse. Districts that do not issue their own warrants send either original claims or other supporting documentation (listing of approved claims) to the county auditor. The county auditor audits all claims, demands, and accounts chargeable to the county and pays all approved claims through warrants drawn from the county treasurer.

Summary of Bill:

House Bill 1566 provides county auditors with the option of retaining electronic copies of original claims, bills, and specified associated records in a format sufficient for the conduct of official business. The term "claims" does not include claims for damages filed against counties.

Appropriation: None.

Fiscal Note: Not Requested.

Effective Date: The bill takes effect ninety days after adjournment of session in which bill is passed.