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441 <br /> <br />RESOLUTION NO. 95-018 <br /> <br />A RESOLUTION OF THE CITY COUNCIL OF THE <br />CITY OF SANTA ANA ESTABLISHING A RECORDS <br />RETENTION SCHEDULE FOR THE AGENCIES, <br />DEPARTMENTS AND OFFICES OF THE CITY AND <br />APPROVING THE DESTRUCTION OF RECORDS IN <br />ACCORDANCE THEREWITH <br /> <br /> WHEREAS, except for records less than two years old and <br />certain other records, Government Code section 34090 authorizes the <br />head of a city department to destroy any city record, document,in- <br />strument, book or paper under his or her charge, without making a <br />copy thereof, after the same is no longer required, with the <br />approval of the City Council by resolution and the written consent <br />of the City Attorney; and <br /> <br /> WHEREAS, the City Council desires to establish a retention <br />schedule for records under the contro.1 of the executive officers in <br />charge of various City agencies, departments and offices and to <br />approve destruction of records in accordance therewith; <br /> <br /> NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY <br />OF SANTA ANA AS FOLLOWS: <br /> <br />1. Definitions <br /> <br /> For purposes of this resolution, the following terms shall <br />have the following meanings: <br /> <br /> "Department" means an agency, department or office of the <br />administrative staff of the City of Santa Ana. <br /> <br /> "Department head" means the executive officer in charge of a <br />department. <br /> <br /> "Original" means the initial production of a record in its <br />final form. It does not include preliminary drafts or subsequent <br />photocopies. In the case of a signed document, the original is the <br />document which was actually signed by the person or persons signing <br />the document. <br /> <br /> "Public records" are writings in the custody of the City of <br />Santa Ana and containing information relating to the conduct of the <br />business of the City of Santa Ana. "Public record" does not <br />include transitory writings. <br /> <br /> "Transitory writing" is a writing having no reason for <br />retention after the purpose for which it was created has expired, <br /> <br />1 <br /> <br /> <br />