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Home My WebLink About19C - RECORD DESTRUCTIONREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: DECEMBER 1, 2020 TITLE: APPROVE DESTRUCTION OF OBSOLETE CITY RECORDS CLERK OF COUNCIL USE ONLY: •e• O, ❑ As Recommended ❑ As Amended ❑ Ordinance on 1sl Reading ❑ Ordinance on 2i1 Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO /s/ Kristine Ridge FILE NUMBER CITY MANAGER RECOMMENDED ACTION Approve the requests for the destruction of obsolete records from City Manager's Office, Clerk of the Council Office, Community Development Agency, Finance and Management Services, and Santa Ana Police Department 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 ("Resolution"). The resolution and accompanying Records Retention Schedule provides to the multiple agencies, departments, and offices of the City guidance on the retention of City records and how long the records need to be retained. The Schedule reflects the requirements of the Public Records Act, is modeled after the California Secretary of State's sample for local government, and incorporates other statutory periods applicable to Santa Ana. Each department makes discretionary decisions on whether to retain records past the minimum retention period requirements. Section 5.13 of the resolution and the City's municipal code require that the City Attorney approve the destruction of a City record. Accordingly, the Executive Directors for the City Manager's Office, Clerk of the Council Office, Community Development Agency, Finance and Management Services Agency, and Santa Ana Police Department provide lists of obsolete records proposed for destruction. A copy of each memorandum was reviewed by staff from the City Attorney's Office and approved by the City Attorney. Each memorandum is attached as an exhibit to this staff report (Exhibits 1-5). Destruction of these records will serve to benefit each office with more efficient access to files and support the City's current storage capacity to maintain these obsolete records. FISCAL IMPACT There is no fiscal impact associated with this action. Submitted By: Daisy Gomez, Clerk of the Council Exhibit: 1. Request for Destruction of Records — City Manager's Office 19C-1 Destruction of Records Request December 1, 2020 Page 2 2. Request for Destruction of Records — Clerk of the Council Office 3. Request for Destruction of Records — Community Redevelopment Agency 4. Request for Destruction of Records — Finance and Management Services 5. Request for Destruction of Records — Santa Ana Police Department 19C-2 EXHIBIT 1 MEMORANDUM To: Sonia Carvalho, City Attorney City Attorney's Office From: 1 Rosa Flores, Secretary to the City Manager City Manager's Office Date: November 2, 2020 Re: REQUEST FOR DESTRUCTION OF RECORDS The City Manager's Office requests your consent to destroy City records on the attached listing, in accordance with the retention schedule outlined in City Council Resolution 2013-14. Attached is a listing of the records. If approved, please sign under Consent. Thank you. 19C-3 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE CITY MANAGER'S OFFICE 2020 RECORD RECORD RECORD RECORD RETENTION GOVTCODE CATEGORY SERIES DESCRIPITION START DATE PERIOD Contracts entered into by October 1, Agreements Agency/Dept. the City relating to goods, 2016 and 4 years GC 34090 Head Approved services, legal settlements and programs prior Forms used by the Mayor Correspondence Council and Councilmembers to October 1, 2 and 2 years GC 34090 Requests request information (d) and/or staff actions prior pri p "Loose" correspondence that cannot be 2 years GC 34090 Incoming and legitimately attached to (d) Correspondence Outgoing some major record series cto Ober 1, cto General such as AGREEMENT or 2017 and Correspondence PROJECT prior (City Council) "Loose" correspondence that cannot be 2 years GC 34090 Incoming and legitimately attached to (d) Correspondence Outgoing some major record series October 1, 2017 and General such as AGREEMENT or Correspondence PROJECT prior (City Manager's Office) Exception Sheets, Leave of Mayor and City Council October 1, 3 years GC 34090 Payroll Absence Forms, City Manager Office Staff 2017 and (d) and related Payroll Reports prior DPV forms, Petty Cash October 1, Reports Accounts Receipts, Credit Card 2017 and 2 years GC 34090 Payable Statements prior Councilmembers Travel forms and related October 1, Travel Folders and CMO Staff documentation 2017 and t2years GC 34090 prior 19C-4 APPROVE: CONSENT: Kristine Ridge Date Sonia R. Carvalho Date City Manager City Attorney ------------------------------------------------------ RECORDS DESTROYED: AUDITED BY: Volume Weight Rosa Flores Date In Cubic Feet in Pounds Secretary to the City Manager 19C-5 EXHIBIT 2 MEMORANDUM To: Sonia R. Carvalho, City Attorney Date: November 2, 2020 From Norma Mitre, Assistant Clerk of the Council Subject: REQUEST FOR DESTRUCTION OF RECORDS The Clerk of the Council requests your approval to destroy City records on the attached listing, in accordance with the retention schedule outlined in the City Council Resolution 2013-014. Thank you. Attachments: Clerk of the Council Destruction Schedule C WSERSINMITREMPOATAUOCAOMICROSOFHWMDOWSVWTCACHETCONTENT.OMWM6NRUBRIWIP-MEMO -DEPT RECORDS OESTR_REQUEST MADE TO CAO_DECEMBER 12020(NO).DOC 19C-6 CITY OF SANTAANA OBSOLETE RECORDS DESTRUCTION SCHEDULE CLERK OF THE COUNCIL OFFICE December 2020 RECORD RECORD RECORD RETENTION CODE CATEGORY SERIES RECORD DESCRIPTION START DATE PERIOD GENERAL Payroll Leave of Absence Requests Pay period, 2 years GC RECORD (LOAs) and copy of departmental Year 34090(d) reports 2016-2017 BOARDS & Applications Applications for B&C positions Folder Year 2 years GC 34090 COMMISSIO for Boards & received during a calendar year Date NS (B&C) Commissions and not acted upon by the Council Committees — 2014-2017 Not Selected Applications Selected Folder Year Current + GC 34090 for Boards, Date 5 years Commissions Selected 2014-Prior Committees CLERK - Appeals — Hearing Officer Reports, Appeal C+ 2 GC Sec. ADMINISTRA Santa Ana correspondence memoranda, and Application years 34090; TION Municipal other documents relating to SAMC Date SAMC Code (SAMC) Chapter 3 appeals. Chapter 3 Chapter 3 2013 - 2017 Code of Code of Ethics and Conduct Receipt T + 3 GC 34090 Ethics certification )adopted June 2, Date years; 2008) submitted by elected Laserfich officials and members of 2016-Prior e appointed boards, Commissions permane and Committees nt Miscellaneous Includes both incoming and Folder Year 2 years GC 34090 Correspon- outgoing general correspondence, Date Bence including letter and email along with citizen feedback; various 2016-2017 files, not related to specific cases and not otherwise specifically covered by the retention schedule. 19C-7 RECORD RECORD RECORD DESCRIPTION RECORD RETENTION CODE CATEGORY SERIES START DATE PERIOD Agenda Council Meeting, Successor Folder Year Hardcopy GC Packets Agency, Santa Ana Financing Date - 2 years, 50115; Authority, Commissions agenda Imaging - GC packet materials, e.g., Requests 2016-2017 Permane 34090.5 for Council Action (RFCA's) and nt backup information on Council (available Agenda items - Originals can be from imaged immediately for 2004 to permanent retention, if desired, present The imaged record can serve as only) the permanent record, if desired. FAIR Campaign Original statements of candidates Election 5 years GC POLITICAL Statements — and supporting committees for (can 81009(b) PRACTICES candidate for candidates for Mayor, City Council 2005-2013 image GC (FPPC) Mayor, City after 2 81009(g) Council — not years) elected (originals) Campaign Original Statements of all other Election 7 years GC Statements persons and committees; other (can 81009(c), for other than original reports and statements 2007-2013 image (a) Mayor, City after 2 GC Council; other years) 81009(g) campaign reports originals) Ethics Records required to be kept under Filing Year Hardcopy GC Training Gov. Code sections 53235.2 — 5 years 53235.2 Records (AB (effective 1/1/06). Records must 2014- Prior after 1234; show dates officials satisfied the receipt of effective training requirements and the training; 111/2006) entity that provided the training. Laserfich Applies to boards and e _ commissions, and elected permane officials. nt. Statements of Originals of statements of Filing Year 7 years GC 81 009 Economic designated employees (can (e), (g) Interest— 2011-2012 image Form 700 after 2 (originals) years) (non -elected) 19C-8 OBSOLETE RECORDS DESTRUCTION SCHEDULE CLERK OF THE COUNCIL OFFICE DECEMBER 2020 RECORD RECORD RECORD DESCRIPTION RECORD RETENTION PERIOD CODE CATEGORY SERIES START DATE PUBLIC Public Request from the public for Receipt 2 Years GC 34090 RECORDS Records documents retained by the City Date REQUEST Request 2016-2017 CLERKS Miscellaneous Log of documents received by the Folder Year 3 Years GC 34090 LOGS Logs Clerk and other actions under Date various SAMC sections: • Alcoholic Beverage Control 2015-2016 (ABC) COUNCIL Agendas Original Meeting Agendas: City Folder Year Hardcopy GC Sec. MEETINGS Council, Redevelopment Agency, Date - 2 years; 34090; Successor Agency, Santa Ana Imaging 34090.5 Financing Authority, Special 2016-2017 Copy - Meetings, Commissions — Permane agendas and packets can be nt (2004 imaged immediately for to permanent retention, if desired. A present) paper copy can be maintained for one year, if desired. Agenda Notices — Public Meetings Folder Year 2 years Notices including Special Meetings, Date 2016-2017 Agenda Affidavits of Publication I Posting - Folder Year 2 years Publications Proof of publication or posting of Date legal notices —examples of legal notices: Notice of Public Hearing, 2016-2017 Notice of Lien, etc. 19C-9 OBSOLETE RECORDS DESTRUCTION SCHEDULE CLERK OF THE COUNCIL OFFICE DECEMBER 2020 RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD START DATE RETENTION PERIOD CODE OPEN Open The Santa Ana Municipal Code Year 3 Years GC 34090 CALENDARS Calendars (SAMC) Chapter 2, Article 11.111, (Sunshine Section 2-155 requires the 2015-2016 Provision) Calendars of Certain Officers to be posted on the City's website. • City Council and Executive Management Team calendars PREPARED BY: � -Na ._Q I S Za k 'Norma Orozco ate: Deputy Clerk of the Council CONSENT BY: l/ lld?,n Daisy Gome D to Clerk of the Council RECORDS DESTROYED: APPROVED BY: Number of Boxes : 470tur A. Rem 11/1A/ 0 O for Sonia R. Carvalho Date City Attorney 19C-10 MEMORANDUM Sonia Carvalho To: City Attorney Steven A. Mendoza From: Community Development Executive Director Subject: Request For Destruction Of Records EXHIBIT 3 Date: November 16, 2020 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 2013-016. 19C-11 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE COMMUNITY DEVELOPMENT AGENCY 2020 RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES REMARKS Payroll Time Exception Forms to charge labor expenditures to applicable Fund and Activity December 2012 Sheets other than home account and prior Payroll Leave of Absence (except Med Leave, Authorizing absence forms December 2012 see Personnel) and prior Adman Services Loan Files Documents pertaining to the Prior to 2000 Code of Civil Procedures Sec. commercial rehab loans 337 GC 34090 Contracts entered into by the Agency and City relating to goods, January 1995 — Code of Civil Admin Services Agreements services, legal settlements and July 2007 Procedures Sec, program responsibilities; includes 337 GC 34090 joint powers agreements. Economic Workforce Investment Act (WIA) and Special Participant payroll records (timecards, participant profiles, December 2012 29CFR, Part Development Projects payroll printouts) and prior 97.42(b)(2) Economic Federal Empowerment Zone Contracts and other backup data for December 2009 Development p Grant processing invoices and prior i Economic Workforce Investment Act (WIA) & Special Oversight and monitoring reports including backup data and program June 2013 and 29CFR, Part Development p Projects operator audit reports prior 97.42(b)(2) Economic Workforce Investment Subgrantee agreements, plans, June 2009 and 29CFR, Part Development Board (WIB) participant and fiscal reports prior 97.42(b)(2) Economic Development Workforce Investment Act (WIA) &Special WIA Forms (enrollment and various FY 2011 — 2014 29CFR, Part Projects a participation forms) 97,42 ( b)(2) Economic Workforce Investment Act (WIA) &Special WIA Forms (enrollment and various FY 2013 — 2014 29CFR, Part Development Projects participation forms) 97,42(b)(2) Economic Workforce Investment Act Special WIA Forms (enrollment and various Sep 2012 29CFR, Part Development PI Projects participation forms) July 2013 97,42(b)(2) Economic Workforce Investment Act (WIA) & Special WIA Forms (enrollment and various FY 2012 — 2013 29CFR, Part Development projects participation forms) 97,42(b)(2) Economic Workforce Investment Act (WIA) &Special WIA Forms (enrollment and various FY 2009 — 2010 29CFR, Part Development Projects participation forms) to 2013 — 2014 97,42(b)(2) 19C-12 RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES REMARKS Economic Workforce Investment Act (WIA) & Special WIA Forms (enrollment and various FY 2012 — 2014 29CFR, Part Development Projects participation forms) 97,42(b)(2) Economic Workforce Investment Act (WIA) & Special WIA Forms (enrollment and various FY 2012 — 2014 29CFR, Part Development p Projects participation forms) 97,42(b)(2) Economic Workforce Investment Act (WIA) &Special Contracts and other backup data for 2010 — 2011 to 29CFR, Part Development Projects processing invoices. 2013-2014 97,42(b)(2) Economic Workforce Investment Board (WIA) & Contracts and other backup data for FY 2013 — 2014 29CFR, Part Development p Special Projects processing 97,42(b)(2) Economic Workforce Investment Subgrantee Agreements, plans, FY 2013 — 2014 29CFR, Part Development Board (WIB) participant and fiscal reports. 97,42(b)(2) Economic Workforce Investment Oversight and monitoring reports FY 2011 — 2012 29CFR, Part Development Board (WIA) & including backup data and program 2012 — 2013 & g7 42(b)(2) Special Projects operator audit reports. 2013-2014 Economic Workforce Investment Board (WIA) & Original Procurement Documents 2012 — 2013 & 29CFR, Part Development Special Projects (Proposals, RFP's, Rating Sheets) 2013-2014 97,42(b)(2) Workforce Investment Subgrantee Agreements, plans, 2011 —2012, Economic Board(WIB) participant and fiscal reports. 2012-2013 29CFR, Part Development Meeting Records (agenda packets & 2013 — 2014 97,42(b)(2) and minutes Economic Workforce Investment Board (WIA) & Oversight and monitoring reports 29CFR, Part Development Special Projects ncluding backup data and program FY 2012 — 2014 97,42(b)(2) operator audit reports. PREPARED BY: Bianca L. Zurita Date Commission Secretary RECORDS DESTROYED: Number of Boxes CONSENT BY: -Tsn' iy�-- t,l I61ZbZ_ Steven Mendoza Date CDA Executive Director APP OVED BY: for11/17/2020 So 'b Oarvalho Date City Attorney 19C-13 EXHIBIT 4 F sAA'T To: Sonia R. Carvalho, City Attorney City Attorney's Office From: Lulu Medel, Payroll Manager FMSA Date: November 12, 2020 Re: REQUEST FOR DESTRUCTION OF RECORDS The Clerk of the Council. requests, your consent to destroy city records on the attached listing, in accordance with the retention schedule outlined in City Council Resolution 2013-014 Thank you. 1-12-2020 ulu Medel Date 19C-14 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE FINANCE AND MANAGEMENT SERVICES 2020 RECORD RECORD RECORD RETENTION RECORD' CATEGORY SERIES DESCRIPTION PERIOD DATES PAYROLL Attendance Reports Daily attendance postings 10 years 2009 and prior Check Registers Pay period employee earnings and deductions 2009 and 10 years prior W2's and EE Earning Report YTD W2 Earnings (ER copies of W2) 4 years 2015 and prior Retirement CaIPERS Salary, gross, contribution reports 10 years 2009 and prior Quarterly Reports State quarter earnings and tax reports 10 years 2009 and prior Leave of Absence Authorizing absence forms (for Finance Dept only) 2 years 2017 and prior Exception Sheets Labor expenditure charges to applicable 3 years 2017 and Fund/Activity other than home account prior PREPARED BY: Lul del Date Pa r II Manager Fin nce and Management Services RECORDS DESTROYED: 30 Number of Boxes CONSENT BY: -RP M l- Nan,m-';Ww ;l, xo,o D.,.3 D nr Kathryn Downs Data Executive Director of Finance APPROVED BY: for Sonia R. Carvalho Date City Attorney 19C-15 EXHIBIT 5 MEMORANDUM To: Norma Mitre -Ramirez, Assistant Clerk of August 10, 2020 the Council Office Date: Rita Ramirez, Police Administrative Manager From: Subject: REQUEST FOR DESTRUCTION OF RECORDS Attached you will find for your review, requests for the destruction of Workers Compensation files, along with requests for the destruction of Withdraws, Disqualification and Deselection candidate files. This request is submitted on behalf of the Personnel Unit - PD and are in accordance with the City's Records Destruction Policy. If you have any questions or concerns, please let me know. You may contact me at 714-245-8620. Respqctfully submitted, A� Rita RaYirez 19C-16 Division Name: CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE POLICE DEPARTMENT POLICE HUMAN RESOURCES Record Category Record Series Record Description Record Dates PERSONNEL Name/attached Workers' Comp Files All 2012 Prepared by: Name: Pati Ridge Title: PT Administrative Aide Date: 6/18/2020 Number of files to be destroyed: 142 CONSENT BY: D vid V Chief of Police 4 ,, Date APPROVED BY: U Tamara Bogosian Date' Assistant City Attorney ------------ Records destroyed by: L14�3 50 I Gt Print Name & dge # Date of destruction: Once your records have been destroyed return this form to the Records Manager and keep a copy of this form for your files. Page 1 gfk_17 Division Name: CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE POLICE DEPARTMENT POLICE HUMAN RESOURCES Record Category Record Series Record Description Record Dates PERSONNEL Name/attached Workers' Comp Files All 2013 Prepared by: Name: Maria Martinez Title: Secretary (PTCS) Date: 6/18/2020 Number of files to be destroyed: 149 CONSENT BY: void_ Val n Date Chief of Police APPROVED BY: Lk- 124>0 Tamara ogosian Date Assistant City Attorney Records destroyed by: Print Name & Date of destruction: V m Once your records have been destroyed return this form to the Records Manager and keep a copy of this form for your files. Page 1 gfk_18 Division Name: CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE POLICE DEPARTMENT POLICE HUMAN RESOURCES Record Category Record Series Record Description Record Dates PERSONNEL Name/attached Workers' Comp Files All 2014 Prepared by: Name: Maria Martinez Title: Secretary (PTCS) Date: 6/19/2020 Number of files to be destroyed: 141 CONSENT BY: LJ-DevrcTValentin Date Chief of Police APPROVED BY: nu,l( T mara Bogosian Assistant City Attorney Records destroyed by: Print Name & Date of destruction: Date Once your records have been destroyed return this form to the Records Manager and keep a copy of this form for your files. Page 1 1 f6C_19 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE POLICE DEPARTMENT Division Name: POLICE PERSONNEL SECTION Record Category Record Series Record Description Record Dates PERSONNEL Name/attached Withdraws, Disqualifications, Deselected Jan - Dec 2013 Prepared by: Name: Pati Ridge Title: P/T Administrative Aide Date: 1 /14/20 Number of background files to be destroyed: 109 ----------------------------------------------------- ----------------------------------------------------- CONSENT BY: ' David V in, Chief of Police ate o ice Department APPROVED BY: TAaa gosian Assistant City Attorney 1WW Date Records destroyed by: `-��Q- � � 3 Do 1 Prin Name & dge # MignattreU Date of destruction: (o b Once your records have been destroyed return this form to the Records Manager and keep a copy of this form for your files. Page 1 o46C-20 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE POLICE DEPARTMENT Division Name: POLICE PERSONNEL SECTION Record Category Record Series Record Description Record Dates PERSONNEL Name/attached Withdraws, Disqualifications, Deselected Jan — Dec 2012 Prepared by: Name: Pati Ridge Title: P/T Administrative Aide Date: 1 /14/20 Number of background files to be destroyed: 107 CONSENT BY: D alentin, Chief of Police Police Department APPROVED BY: AN&7'— Tamara Bodosian Assistant City Attorney D e D to -------------------------------------------------- ---- ------ Records destroyed by:R'(be't�500 ,tint a e & dge # Signature Date of destruction: Once your records have been destroyed return this form to the Records Manager and keep a copy of this form for your files. Page 1 o46C-21