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Item # 13
o`7, City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
July 19, 2022
TOPIC: Destruction of Obsolete City Records
AGENDA TITLE:
Approve Destruction of Obsolete City Records
RECOMMENDED ACTION
Approve the request for the destruction of obsolete records from the Public Works 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 ("Resolution"). This
Resolution 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.
To assist the City, the Citywide Records Team compiled the Citywide Records Retention
Schedule ("Schedule") which sets forth the retention period for a particular record. 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.
The Resolution attaches the Schedule, which is broken down into multiple sections
covering the varied responsibilities and retention periods for a City department. These
are minimum retention periods. Each department makes discretionary decisions on
whether to retain records past the minimum retention period requirements.
Section 5.13 of this Resolution and the City's Municipal Code requires that the City
Attorney approve the destruction of a City record. Accordingly, the Public Works Agency
lists obsolete records proposed for destruction. A copy of the memorandum was reviewed
by staff from the City Attorney's Office and approved by the City Attorney. The
memorandum is attached as exhibit to this staff report. Destruction of these records will
serve to benefit each office with a more efficient access to files and alleviate the City's
current storage needs to maintain these obsolete records.
Destruction of Obsolete City Records
July 19, 2022
Page 2
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
There is no fiscal impact associated with this action.
EXHIBIT(S)
1. Request for Destruction of Records — Public Works Agency
Submitted By: Nabil Saba, P.E., Executive Director — Public Works Agency and Daisy
Gomez, Clerk of the Council
Approved By: Kristine Ridge, City Manager
MEMORANDUM
To: Sonia R. Carvalho, City Attorney Date: April 19, 2022
From: Nabil Saba,
Executive Director, Public Works Agency
Subject: Request for Destruction of Records
The Public Works Agency requests your consent to destroy city records on the attached listings, in
accordance with the retention schedule outlined in City Council Resolution 2013-014.
Please review this report and return a signed and dated copy of the attached pages approving the
destruction of these records.
Thank You,
A-94 04-
Nabil Saba
Executive Director
Public Works Agency
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
Fire Department
2021
RECORD
CATEGORY
RECORD
SERIES
RECORD
DESCRIPTION
RECORD
START
DATE/RETENTION
PERIOD
RETENTION
PERIOD
GOVT. CODE
Construction
Engineering
Project Files
Construction Project
related files.
Construction Completion
Date/10 Years
2010 & prior
GC 34090;
CCP 337.15
(-P1 ?o% ZcaZe—
Nabil Saba Date
Executive Director
Public Works Agency
DESTRUCTION OF THESE RECORDS APPROVED BY:
June 22, 2022
Yonia. Carvalho Date
for the City Attorney
LISTED RECORDS HAVE BEEN REVIEWED
FOR DESTRUCTION BY: Ma ga et Mercer Date
Administrative Services Manager
Public Works Agency
Files to be Destroyed
Record Series: Project Files
Record Description: Construction Project Related Files
Record Start Date: 12/30/1999; PR #2935 — Regional Transportation Center (Structure)
5/2/2002; PR #7626 — Bristol Street Widening
8/10/2005; PR #04-1700 — Fairview/Warner Intersection Improvements
11/3/2005; PR #05-1704 — 04705' Omnibus Concrete Replacement Contract
8/2/2005; PR #05-3193 — Wilshire Neighborhood, Water Main Improvements
2/11/2005; PR #04-3507 — Flower St, 15th St, & 15t St Sanitary Sewer Imp.
10/3/2001; PR #1739 — McFadden Ave. Realignment
4/23/1997; PR #1440A — Phase I, Westminster Ave. Widening
4/6/2006; PR #1908 —Artesia Pilar Neighborhood Improvements
1/5/2001; PR #1599 — Harbor Blvd. Rehabilitation: Warner— MacArthur
1/9/2004; PR #7139 — Main St. Reconstruction: 8th St — Warner Ave
10/17/2005; PR #05-7808 — Madison Park Nghbrhood & Parkway; Sidewalk Imp.
6/22/2005; PR #05-3194 — Ritchey St & Lyon St Water Main Improvements
7/23/2004; PR #04-1000-03704' Omnibus Concrete Replacements
12/3/2004; PR #04-2101— Harbor Blvd Rehabilitation: SCL — Westminster Ave
3/8/2000; PR #7697 — Grand Central Arts
5/9/2003; PR #7683 — Bristol St Widening: 171h St — Memory Lane
3/28/2002; PR #0600 — Fire Station Parking Lots: House #s 4, 6 & 8
10/30/2007; PR #05-1004 — Main St Rehabilitation: Edinger Ave — Warner Ave
12/1/2008; PR #06-1009 — Main St Rehabilitation: Walking Way — NCL
10/2/2007; PR #06-1023 — Main St Rehabilitation: 18th St — Buffalo
10/17/2006; PR #05-1703 — McFadden Ave Rehabilitation
10/2/2007; PR #05-1705 — Broadway Ave Rehabilitation
9/27/2007; PR #05-1706— Civic Center Drive Rehabilitation
2/22/2008; PR #05-1707— Fariview St/MacArthur Ave Intersection Widening
9/14/2007; PR #06-1709 — McFadden Ave Rehabilitation: Standard Ave — ECL
6/9/2008; PR #06-1722 -- Adaptive Downtown Traffic Signal System: Phase IV
7/23/2007; PR #07-1725-06707' Omnibus Concrete Replacement Contract
10/10/2003; PR #1729 —17th St Overcrossing
8/5/2008; PR #08-1729 — Omnibus Concrete Replacement
3/12/2008; PR #06-1711-15t St Rehabilitation: WCL— Euclid St.
11/6/2006; PR #06-1713 — 05706' Omnibus Concrete Replacement Contract
1/20/2009; PR #08-1733 -- "Project Restore": Local Street Pavement Rehab
5/23/2008; PR #08-1734— Regional Transportation Center Exterior Imp.
7/21/2010; PR #09-1742 — 51h Street Rehabilitation
5/2/2008; PR #06-1012 —Santa Clara Ave Rehabilitation
4/24/2009; PR #1013 — Standard Ave Rehabilitation
5/17/2010; PR #1028-C — Segerstrom Ave Rehabilitation
2/21/2008; PR #07-1027 —Citywide Slurry Seal
1/4/2010; PR #09-1029 — Plaza Dr Rehabilitation: Sunflower — MacArthur
5/2/2008; PR #06-1717 — 4th St Rehab: 1-5 — SR55/Tustin: 17th — NCL
3/28/2003; PR #1730 — Fairview St/Edinger Ave Improvements
9/10/2004; PR #1733 — Main St/MacArthur Ave Widening Project
11/24/2008; PR #08-1736C — Project Restore: Local St Pavement Rehab: Phase 2
7/9/2009; PR #08-1737 — Project Restore: Local St Pavement Rehab: Phase 3
Retention Period: Construction Completion Date+ 10 Years
Custodian: Central Files