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HomeMy WebLinkAboutItem 08 - PRCSA Destruction of Obsolete City RecordsParks, Recreation, and Community Services www.santa-ana.org/parks Item # 8 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report December 19, 2023 TOPIC: Destruction of Obsolete Records AGENDA TITLE Approve Destruction of Obsolete City Records RECOMMENDED ACTION Approve the request for the destruction of obsolete records from the Parks, Recreation, and Community Services Agency in accordance with the retention schedule outlined in City Council Resolution 2013-014. GOVERNMENT CODE §84308 APPLIES: No DISCUSSION On April 1, 2013, the City Council approved Resolution 2013-014, which 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. City staff compiled the Citywide Records Retention 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 schedule attached to the resolution is broken down into multiple sections covering the varied responsibilities and minimum retention periods applicable to each. 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 Parks, Recreation, and Community Services Agency has prepared a list of obsolete records proposed for destruction in the form of a memorandum. 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 more efficient access to files and alleviate the City's storage needs to maintain obsolete records. FISCAL IMPACT There is no fiscal impact associated with this item. Destruction of Obsolete Records December 19, 2023 Page 2 EXHIBIT(S) 1. Request for Destruction of Records — Parks, Recreation, and Community Services Agency Submitted By: Hawk Scott, PRCSA Executive Director Approved By: Tom Hatch, Interim City Manager MEMORANDUM To: Sonia R. Carvalho, City Attorney Date: October 24, 2023 Hawk Scott, Executive Director From: Parks, Recreation, and Community Services Agency Subject: Request for Destruction of Records The Parks, Recreation, and Community Service Agency requests your consent to destroy City records on the attached listing, in accordance with the retention schedule outlined in the City Council Resolution 2013-014. Please review this report and return a signed and dated copy of the attached page approving the destruction of records. Thank you, Hawk Scott Executive Director Parks, Recreation, and Community Services Agency CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE PARKS, RECREATION, AND COMMUNITY SERVICES AGENCY October 2023 RECORD RECORD RECORD DESCRIPTION RECORDS START DATE/ RECORD GOVT. BOX CATEGORY SERIES RETENTION PERIOD PERIOD CODE NO. Payroll Time Exception Labor expenditure charges Date Prepared + 3 years 12/26/2017- GC34090 1 Documentation Sheets to applicable FundlActivity 3/25/2018 other than home account Payroll Time Exception Labor expenditure charges Date Prepared + 3 years 1212612017- GC34090 2 Documentation Sheets to applicable Fund/Activity 312512018 other than home account Payroll Time Exception Labor expenditure charges Date Prepared + 3 years 1/112018- GC34090 3 Documentation Sheets to applicable Fund/Activity 7/31/2018 other than home account Payroll Time Exception Labor expenditure charges Date Prepared + 3 years 3/2612018- GC34090 4 Documentation Sheets to applicable Fund/Activity 612512018 other than home account Payroll Time Exception Labor expenditure charges Date Prepared + 3 years 6/2612018- GC34090 5 Documentation Sheets to applicable Fund/Activity 912512018 other than home account Payroll Time Exception Labor expenditure charges Date Prepared + 3 years 6126/2018- GC34090 6 Documentation Sheets to applicable Fund/Activity 12125/2018 other than home account Payroll Time Exception Labor expenditure charges Date Prepared + 3 years 81112018- GC34090 7 Documentation Sheets to applicable Fund/Activity 12/31/2018 other than home account Payroll Time Exception Labor expenditure charges Date Prepared + 3 years 9/2612018- GC34090 8 Documentation Sheets to applicable Fund/Activity 12/25/2018 other than home account Payroll Time Exception Labor expenditure charges Date Prepared + 3 years 12/26/2018- GC34090 9 Documentation Sheets to applicable Fund/Activity 3/25/2019 other than home account Payroll Time Exception Labor expenditure charges Date Prepared + 3 years 12/2612018- GC34090 10 Documentation Sheets to applicable Fund/Activity 6/25/2019 other than home account Payroll Time Exception Labor expenditure charges Date Prepared + 3 years 111/2019- GC34090 11 Documentation Sheets to applicable Fund/Activity 7/31/2019 other than home account Payroll Time Exception Labor expenditure charges Date Prepared + 3 years 312612019- GC34090 12 Documentation Sheets to applicable Fund/Activity 6/25/2019 other than home account Payroll Time Exception Labor expenditure charges Date Prepared + 3 years 6/2612019- GC34090 13 Documentation Sheets to applicable Fund/Activity 10/25/2019 other than home account Page 1 of 3 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE PARKS, RECREATION, AND COMMUNITY SERVICES AGENCY October 2023 RECORD RECORD RECORD DESCRIPTION RECORDS START DATE/ RECORD GOVT. BOX CATEGORY SERIES RETENTION PERIOD PERIOD CODE NO. Purchasing Vendor Supporting documentation Current Year +3 years 5/1012018- GC34090 14 Documentation Payment to pay disbursements for 12/20/2018 Documents City expenditures not for rants of capital projects Purchasing Vendor Supporting documentation Current Year +3 years 119/2019- GC34090 15 Documentation Payment to pay disbursements for 6/10/2019 Documents City expenditures not for rants of capital projects Treasury Daily Report of daily revenues Current year + 3 years 6/1612016- GC34090 16 Treasurer's received with detail 7/31/2016 Reports payment information and related workin a ers Treasury Daily Report of daily revenues Current year + 3 years 8/112016- GC34090 17 Treasurer's received with detail 9/15/2016 Reports payment information and related working papers Treasury Daily Report of daily revenues Current year + 3 years 9/1612016- GC34090 18 Treasurer's received with detail 10/31/2016 Reports payment information and related working papers Treasury Daily Report of daily revenues Current year + 3 years 111112016- GC34090 1 g Treasurer's received with detail 12/31/2016 Reports payment information and related working papers Treasury Daily Report of daliy revenues Current year + 3 years 1/112017- GC34D9D 20 Treasurer's received with detail 2/2712017 Reports payment information and related working papers Treasury Daily Report of daily revenues Current year + 3 years 2/2812017- GC34090 21 Treasurer's received with detail 4/10/2017 Reports payment information and related workingpapers Treasury Daily Report of daily revenues Current year + 3 years 411112017- GC34090 22 Treasurer's received with detail 512212017 Reports payment information and related working papers Treasury Daily Report of daily revenues Current year + 3 years 512312017- GC34090 23 Treasurer's received with detail 6/30/2017 Reports payment information and related working papers Treasury Daily Report of daily revenues Current year + 3 years 7/112017 - GC34D90 24 Treasurer's received with detail 7/31/2017 Reports payment information and related working papers Treasury Daily Report of daily revenues Current year + 3 years 8/l/2017- GC34090 25 Treasurer's received with detail 9/11/2017 Reports payment information and related working papers Treasury Daily Report of daily revenues Current year + 3 years 9/12/2017- GC34090 26 Treasurer's received with detail 10/10/2017 Reports payment information and related working papers Page 2 of 3 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE PARKS, RECREATION, AND COMMUNITY SERVICES AGENCY October 2023 Treasury Daily Report of daily revenues Current year + 3 years 10111/2/017- GC34090 27 Treasurer's received with detail 11/20/2017 Reports payment information and related working papers Treasury Daily Report of daily revenues Current year + 3 years 11/21/2017- GC34090 28 Treasurer's received with detail 12/31/2017 Reports payment information and related working papers Treasury Daily Report of daily revenues Current year+ 3 years 1/1/2018- GC34090 29 Treasurer's received with detail 2/28/2018 Reports payment information and related working papers Treasury Daily Report of daily revenues Current year+ 3 years 3/1/2018- GC34090 30 Treasurer's received with detail 5/31/2018 Reports payment information and related working papers Treasury Daily Report of daily revenues Current year+ 3 years 6/1/2018- GC34090 31 Treasurer's received with detail 713112018 Reports payment information and related working papers Treasury Daily Report of daily revenues Current year+ 3 years 8/1/2018- GC34090 32 Treasurer's received with detail 10/31/2018 Reports payment information and related working papers Treasury Daily Report of daily revenues Current year + 3 years 111112018- GC34090 33 Treasurer's received with detail 312712019 Reports payment information and related working papers Treasury Daily Report of daily revenues Current year + 3 years 4/1 /2019- GC34090 34 Treasurer's received with detail 6/30/2019 Reports payment information and related working papers Treasury Daily Report of daily revenues Current year + 3 years 7/1/2019- GC34090 35 Treasurer's received with detail 8/31/2019 Reports payment information and related workinga ers PREPARED BY: lx;i� -- 1\ I ,1'23 Stephanie Garcia Date Management Aide Parks, Recreation, and Community Services Agency CONSENT BY: Nov 7, 2023 Hawk Scott Date Executive Director Parks, Recreation, and Community Services Agency DESTRUCTION OF THESE RECORDS APPRQVED BY: For 11/7/23 '- onia R. Carvalho Date City Attorney Page 3of3