HomeMy WebLinkAboutItem 15 - Destruction of Obsolete RecordsClerk of the Council Office
https://www.santa-ana.org/cc
Item # 15
or City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
March 16, 2021
TOPIC: Destruction of Obsolete Records
AGENDA TITLE:
Approve Destruction of Obsolete City Records
RECOMMENDED ACTION
Approve the requests for the destruction of obsolete records from the Police
Department and 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 Executive Directors
for the Police Department and Public Works Agency 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. Destruction of these records will serve to
Destruction of Obsolete Records
March 16, 2021
Page 2
benefit each office with more efficient access to files and to alleviate the City's current
storage needs to maintain these obsolete records.
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 - Police Department
2. Request for Destruction of Records - Public Works Agency
Submitted By: Daisy Gomez, Clerk of the Council
Approved By: Kristine Ridge, City Manager
Memo
To: Chief David Vale CtUn��O
From: Sr. PCO Y. Bautista (via Chain of Command )
cc: Cmdr. Elms, Sgt.Shin
Date: January 29, 2021
Re: Obsolete Records Destruction Schedule -Police Department Request
In compliance with the City's retention schedule for parking and traffic citations, which is two
years from the date of issuance, I am requesting the destruction of citations for the period of
January 2007 to August of 2017. There are currently 39 banker -style boxes to be destroyed.
Respectfully Submitted,
CO Y. Bautista.
r
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
Division Name:
Record
Record Series
Record Description
Record Dates
Category
Citations
Jan,2007-Aug.
Parking Citations
Jan-2007- Aug.
2017
Traffic Citations Jan. 2007-August 2017
2017
Prepared by:
Name: Yolanda Bautista Title: Sr. PCO
Date: 01 /29/21
Number of boxes to be destroyed: 39
Per City of Santa Ana Records Retention Schedule — Police Department (Exhibit J):
Retention Period = 2 Years (GC 34090)
CONSENT BY:
Da ' a entin. Chief of Police
Santa Ana Police Department
AP ROVED BY:
Bogos n, Tamara
et,
Attorney
Records destroyed by:
Print Name & Badge #
Date of destruction:
Z Z /0 f
D fie
Date
Signature
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 of 1
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I►Ti IALTA-U/W:10111"LVA I
To: Sonia R. Carvalho, City Attorney
From: Nabil Saba
Executive Director, Public Works Agency
Subject: Request for Destruction of Records
Date: 2/2/2021
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,
'dN' � "IJISc%
JIF Nabil Saba
Executive Director
Public Works Agency
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
Public Works Agency
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
Maintenance
Weed
Abatement
Assessments
Weed removal
costs charged to
tax bills.
Council Meeting
Date/Completed +5
years
2013 & Prior
GC 34090
Service
Request
Request for
maintenance
services.
Request Date/2 years
2015 & Prior
GC 34090
Nabil Saba
Executive Director
Public Works Agency
DESTRUCTION OF THESE RECORDS APPROVED BY:
for
S is R. Carvalho
City Attorney
DESTRUCTION OF THESE RECORDS VERIFIED BY:
Marg et Mercer
Administrative Services Manager
Public Works Agency
1 Z51�72j
Date
3-2-21
Date
o 23 2)
Date
Public Works Agency
Files to be Destroyed
Record Series: Project Files
Record Description: Construction Project Related Files
Record Start Date: 2/18/2000; PR #7351, 7326 & 3164 — Neighborhood Street Rehabs
5/10/2001; PR #1596 — Fairview Rehab; 151 — 17th
9/16/2002; PR #6350 — Skatepark at Centennial Park
7/30/2003; PR #1763 — Warner Ave. Rehab
10/10/2003; PR #7134 — Downtown Streetscape Model Block
10/27/2003; PR #7133 — 2°d Street Lighting Upgrade
3/22/2005; PR #6369 —Centennial Regional Park, Dan Young Soccer Field
9/8/2005; PR #04-6406 — Bomo KoraI & Lilly King Park Playground Renovation
10/17/2005; PR #04-5003 — Main Street Traffic Management, Phase V
12/20/2005; PR #04-5000— In -Pavement Flashing Crosswalk
12/27/2005; PR #04.6401— Centennial Park & Dan Young Turf
1/12/2006; PR #04-6404 — Angels, Cabrillo & Fischer Center Roof Replacement
1/12/2006; PR #04-6405; Heritage Park & Eddie West Stadium Parking Lot
Improvements
7/5/2006; PR #04-6404A--Jerome Park Pool House
1/9/2007; PR #04-6403A — SA Zoo Central Restroom Renovation
2/8/2007; PR #04-6404B — Heritage, Madison & Adams Park Roof Replacements
4/17/2007; PR #6371— Santa Ana Zoo Necropsy Facility
12/4/2007; PR #06-6409— Eddie West Field Synthetic Turf/Restroom/Electrical
Renovations
8/20/2008; PR #06-1008 — V Street Rehab
12/4/2008; PR #6366 —Santiago Park, Wildlife & Wetlands Center
7/24/2009; PR #7170 — Grand Central Art Center Tenant improvements
12/16/2009; PR #10-6400; Carr Intermediate Sewer Lateral Improvements
5/4/2010; PR #06-6408 —Jerome Center Renovation
Retention Period: Construction Completion Date + 10 Years
Custodian: Central Files
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
Operations
Pre -Hospital
Care Reports
Records of medical
treatment given
Report Date/2 years
2012 & prior
45 CFR
164.530(c);
and GC 34090
z/z312 t
Nab!] Saba Date
Executive Director
Public Works Agency
DESTRUCTION OF THESE RECORDS APPROVED BY:
79L, -f,,,,, L for 3-2-21
S�Knia R. Carvalho Date
City Attorney
DESTRUCTION OF THESE RECORDS VERIFIED BY:
02f23f2� ,
Ma ar Mercer Date
Adminis rative Services Manager
Public Works Agency