HomeMy WebLinkAbout19C - RECORD DESTRUCTIONREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
CLERK OF COUNCIL USE ONLY:
MAY 21, 2019
TITLE: APPROVED
❑ As Recommended
APPROVE DESTRUCTION OF E] As
Or Amended
❑ Ordinance on 1 Reading
OBSOLETE COMMUNITY DEVELOPMENT ❑ Ordinance on 2ntl Reading
CITY RECORDS ❑ Implementing Resolution
{STRATEGIC PLAN NO. 5, 1} ❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
CITY—MANAGER
RECOMMENDED ACTION
Approve the request for the destruction of obsolete records from the Community Development
Agency in accordance with the retention schedule outlined in City Council Resolution 2013-014.
DISCUSSION
On April 1, 2013, the City Council approved Resolution 2013-014 outlining the records retention
schedule for the agencies, departments, and offices of the City. City records are governed by the
Public Records Act which provides the period in which records need to be retained. The Citywide
Records Team compiled the Citywide Records Retention Schedule which sets forth the retention
period for a particular record. The Municipal Code requires that the destruction of a City record be
approved by the City Attorney.
In accordance with Section 5B of the Citywide Records Retention Schedule Resolution, the City
Attorney has approved the list of records proposed for destruction from the departments as
outlined in the attached documents (Exhibit 1).
The Citywide Records Retention Schedule has specific retention periods for many City documents.
The Schedule is modeled after the California Secretary of State's sample for local government and
incorporates other statutory periods applicable to Santa Ana. These are minimum retention
periods. Each department makes discretionary decisions on whether to retain records past the
minimum requirements.
STRATEGIC PLAN ALIGNMENT
Approval of this item supports the City's efforts to meet Goal #5 - Community Health, Livability,
Engagement & Sustainability, Objective #1 (Establish a comprehensive community engagement
initiative to expand access to information and create opportunities for stakeholders to play an
active role in discussing public policy and setting priorities).
19C-1
Community Development Agency Records Destruction
May 21, 2019
Page 2
FISCAL IMPACT
There is no fiscal impact associated with this item.
Norma Mitre
Acting Clerk of the Council
Exhibit: 1. Request for Destruction of Records — Community Development Agency
19C-2
Ryan Hodge
To: Assistant City Attorney
Tem Eggers
From: Community Development Agency
7M MAR 1 7
UIT1 CF ,JHA
Date: March 6019;
Subject: REQUEST FOR DESTRUCTION OF RECORDS
The Community Development Agency requests your consent to destroy the city records
identified on the attached listing in accordance with the retention schedule outlined in City
Council Resolution 2006-045.
Thank you,
'�
Terri Eggers
EXHIBIT I
19C-3
19C-4
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
COMMUNITY DEVELOPMENT AGENCY
2019
RECORD
RECORD
RECORD
RECORD
CATEGORY
SERIES
DESCRIPTION
DATES
Programs 501 8201 Participant Files, WIA
ECONOMIC
Workforce Investment Act
Forms (erirollment:and:yarious participant
Jan—Dec.
DEVELOPMENT
(WIA)
forms; supporting=paperwork)
2002-2012
5 Boxes Destro 2018 -
Programs ARRA 102 8 105 /
ECONOMIC
Workforce Investment Act
NEG Grant 527 / TENACORE Grant 201
Jan—Dec.
DEVELOPMENT
(WIA)
Participant Files (enrollment and various
2005-2011
participant forms, supporting paperwork)
(2 Boxes) Destroy 2017
(Programs 201 8 501) Vocational
ECONOMIC
Workforce Investment Act
Assessments -Participant Files, Forms
Jan—Dec.
DEVELOPMENT
(WIA)
(supporting paperwork)
2009-2012
5 Boxes Destroy 2018
SAY Summer Youth Program / FEZ
ECONOMIC
Workforce Investment Act
Contracts / Youth Earmark Grants / Monitoring
Jan—Dec.
DEVELOPMENT
(WIA) YSPN Admin Files
Reports / Program Operator Files (supporting
2006-2012
documents - including backup data)
3 Boxes Destroy 2018
YSPN Program; SAPL / CCOS / CTAC / TSJT /
ECONOMIC
Workforce Investment Act
OSY / ISY / SBIN Programs, (various
Jan—Dec.
DEVELOPMENT
participant files, supporting paperwork)
20010-2011
(7 Boxes) Destroy 2017
Workforce Investment Act
Monitoring and Vouchers; Youth Procurements
ECONOMIC(WIB)
Documents (Proposals,-RFPs,-Rating°Sheets
Jan—Dec.
DEVELOPMENT
(Admin files, supporting paperwork)
1999-2011
5 Boxes Destroy 2017
ECONOMIC
Workforce Investment Act
Youth Monitoring / One -Stop / ETPL Monitoring
Jan—Dec.
DEVELOPMENT
(WIB)
Reports (including backup paperwork)
2007-2011
(5 Boxes) Destroy 2017
ECONOMIC
Workforce Investment Act
YSPN Participant Files (including supporting
Jan—Dec.
DEVELOPMENT
paperwork, forms)
2008-2011
(1 Boxes) Destroy 2017
PREPARED BY:
erri Eggers Date
Senior Commun evelopment Analyst
RECORDS DESTROYED:
33
Number of Boxes
19C-5
CONSENT BY:
8�3�/' , /zo 19
Steven Mendoza Date
CDA Executive Director
19C-6