HomeMy WebLinkAboutItem 09 - Destruction of Obsolete City RecordsClerk of the Council Office
https://www.santa-ana.org/cc
Item # 9
or City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
June 15, 2021
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 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 ("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 executive director for
Community Development 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 an 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
June 15, 2021
Page 2
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
There is no fiscal impact associated with this item.
EXHIBIT(S)
1. Request for Destruction of Records — Community Development Agency
Submitted By: Daisy Gomez, Clerk of the Council
Approved By: Kristine Ridge, City Manager
MEMORANDUM
To: Ryan Hodge, Assistant City Attorney Date: May 3,2021
From: David Flores, Community Development
Analyst
Subject: REQUEST FOR DESTRUCTION OF RECORDS
The Community Development Agency request your consent to destroy the City records
identified on the attached listing in accordance with the retention schedule in the City
Council Resolution No. 2013-014.
Thank you,
David Flores
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
Community Development Agency
2021
RECORD
CATEGORY
RECORD SERIES
RECORD DESCRIPTION
RECORD DATES
REMARKS
All approved - HOME Multifamily Rehab,
Code of Civil
HOUSING
Rehab Loan Files
Historic Rehab Loans Paid -Off.
YRS
Procedures Sec.
1992 TO 2000
337 GC 34090
HOME Loans and
All approved paid off - Rehabilitation Loans and
HOUSING
Rehab Loan Files
Homebuyer Loans
Code of Civil
Paid -Off.
YRS
Procedures Sec.
2002 TO 2016
337 GC 34090
PREPARED BY:
i2- /
David Flores Date
Management Analyst
Community Development Agency
RECORDS DESTROYED:
11 Boxes
Number of boxes
CONSENT BY:
Steven Mendoza '
Executive Director
Community Development Agency
APPROVED BY:
n mpage
Attorney
Z
Date
Date