Resolution - 2010 - 10-25 - Authorize Remote Capture Check Destruction - 09/14/2010
RESOLUTION NO.1 0-25
A RESOLUTION AUTHORIZING REMOTE CAPTURE CHECK DESTRUCTION
WHEREAS, the city of Eagle receives checks from customers for the purpose of
paying for services and programs provided by the city; and
WHEREAS, previously, those checks hav1e been delivered by the City to the bank for
deposit into the City's account(s) and are not retained as City records; and
WHEREAS, the City has changed the method in which those checks are deposited
into the City's account(s) by the use of a remote capture process that delivers the check to the
bank by electronic means rather than physically depositing the check, resulting in the original
check remaining with the City; and
WHEREAS, the remote capture process with the City's banking institution only
requires the City to retain the original checks for a period of sixty (60) days; and
WHEREAS, it is important for the protectilon of the public that those checks not be
retained by the City any longer than is required by the remote capture process.
BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL as follows:
1. That absent the remote capture process, checks delivered to the City to pay for city
services and programs would have been delivered to the Bank and not retained by the
City as business records.
2. That checks retained by the City due to the remote capture process currently being used
by the City are not business records of the City for which the Records Retention Schedule
adopted by the City council is applicable.
3. That those checks need only be retained for a period of sixty (60) days from the date the
monies are deposited as required by the remote capture process.
4. That the City Clerk/Treasurer is authorized to automatically destroy on a continuing basis
those checks deposited using the remote capture process at such time as the sixty (60) day
time period has expired for each check. The destruction of the checks shall be done in
such a manner to provide the greatest protection to the customer from having their
checking account information stolen or retrieved by non-authorized individuals.
DATED this 14th day of September, 2010.
ATTEST:
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