2001/01/01 TEST 1 TEST 2 TEST 3 CITY OF MENIFEE Interdepartmental Memo
City Clerk’s Department
Date: September 30, 2024 To: Amir Zaki, Finance Manager Bryan Melton, Interim Human Resources Manager From: Edna A. Aguilar, Management Analyst Subject: Proposed - Insurance Certificates Procedure
As part of our ongoing effort to ensure proper records coordination and compliance across all City Departments, the City Clerk Department is proposing the implementation of a streamlined procedure for routing and managing insurance certificates. Insurance Certificates are critical for verifying insurance coverage related to contracts, vendors, and other various City activities. The following steps outline the proposed procedure for receiving, distributing, scanning and overall maintenance of these certificates across the Finance, City Clerk and Human Resources Departments: 1. Centralized Submission All insurance certificates will be submitted to and received by the Finance Department. Finance Staff will ensure record verification and necessity prior to routing to the City Clerk Department. 2. Route to the City Clerk Department The Finance Department will collect all insurance certificates received the previous week and route them to the Clerk’s Department by the following Monday in their original form.
• Electronic insurance certificates can be saved:
Laserfiche: Menifee\Finance\_Incoming\Insurance Certificates
• Physical insurance certificates can be given to:
Charles Benjamin, Records Technician
3. Review by Human Resources - Risk Management Division The Risk Management Division will review the insurance certificates, when routed with a contract, to ensure they meet city standards and legal requirements. Any discrepancies will be addressed with the Finance Department – Purchasing Division Staff. 4. Tracking and Expiration Monitoring The Finance Department – Purchasing Division Staff will be responsible for reaching out to vendors as new and updated certificates of insurance are needed. The City Clerk Department will maintain and upkeep the Laserfiche repository where the certificates of insurance will be stored. As we add retention periods to Laserfiche folders, City Clerk Staff will receive reminders as expiration dates approach. Laserfiche Retention protocol will be followed with this document type.
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