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Item # 9
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
January 21, 2025
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 Human Resources
and Police Departments in accordance with the retention schedule outlined in City
Council Resolution 2013-14.
GOVERNMENT CODE §84308 APPLIES: No
DISCUSSION
On April 1, 2013, the City Council approved Resolution 2013- 014 (resolution). This
resolution provides the multiple agencies, departments, and offices of the City guidance
on the retention of City records, such as how long the records need to be retained.
City staff compiled the Citywide Records Retention Schedule (schedule) which sets
forth the retention period for a particular record. The schedule reflects the requirements
of the California Government Code, is modeled after the California Secretary of State' s
sample for local government, and incorporates other statutory periods applicable to the
City.
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 the resolution and the City's Municipal Code requires that the City
Attorney approve the destruction of a City record. Accordingly, Human Resources and
the Police Department have prepared a list of obsolete records proposed for destruction
in the form of a memorandum (Exhibits 1 and 2). A copy of the memorandum was
reviewed by staff from the City Attorney's Office and approved by the City Attorney.
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.
Destruction of Obsolete City Records
January 21, 2025
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 — Human Resources
2. Request for Destruction of Records — Police Department
Submitted By: Lori Schnaider, Executive Director of Human Resources
Robert Rodriguez, Police Chief
Approved By: Alvaro Nunez, City Manager
MEMORANDUM
To: Laura Rossini, Chief Assistant Date: January S, 2025
City Attornev
Lori Schnaider
From: Executive Director of Human Resources
Subject: Request for Destruction of Records
The Human Resources Department requests your consent to destroy city records on the
attached listings, in accordance with the retention scheduled outlined in City Council
Resolution 2013-2014.
Please review this report and return a signed and dated copy of the attached pages
approving the destruction of these records.
Thank You,
IJ
Lori Schnaider
Executive Director of Human Resources
City of Santa Ana
Human Resources
Obsolete Records Destruction Schedule
Ian-75
Record
Retention
Record Category
Record Series
Record Description
Record Start Date
Period
Record Period
Government Code
Public Records
Public Records
Correspondanceregarding Records
11/21/2000-
Request
Requests
Request
Receipt Date
2years
01/19/2o06
GC34090
Historical Records
Layoffs
Background Documentation
Layoff Date
3 years
2011-2012
2 years after the
Date
date ofthe
Fair Employment
documentation
employment or
FEHA, Title 11, Div 3, Part 2.8
and Housing Act
Records of complaints received and
received by
otheraction
Sect. 12946: EEOC, 29 CFR
(FEHA)
Complaints
responses/actions taken
Department
taken
1982-2015
Sec1602.14
Copies of letters sent to employees
re:need for fitness of duty exam.
Psychiatrist's evaluations/results of
Historical Records
Fitness for Duty
fitness for duty exams
Letter Date
3years
1982
Department defined
Procedures far
Transportation Workplace
Random DOT
Drugand Alcohol Testing
Department of
Drug and Alcohol
Records of positive alcohol test
Programs, Part40, Sections
Transportation
Testing
results and positive drug test results
Record Date
5 years
2013
40.333 &40.25
Basic employee data; dates FML
designated/ taken; FML notices
given to employer by employee;
documents from employer
describing FML policies; records of
premium payments of employee
benefits; records of any disputed
Federal Family and
Family and
confidential files;
Dates FML
Medical Leave Act of 1993
Official Personnel
Medical Leave
records/documents relating to
requested/ is
(Files
(FML)
medical certifications.
granted toFE
3years
2014-2021
2.9CFR825.500GC12946
PREPARED BY:
Jay Jenk' Date
Executiv Secretary
Human Resources
CO ENTyd
:
1- 7-25
Lim Schnaider Date
Executive Director
Human Resources
DESTRUCTION OF THESE RECORDS APPROVED BY:
, /7/2024
Laura Rossini Date
Chief Assistant City Attorney
MEMORANDUM
Tamara Bogosian
To: Senior Assistant City Attorney
Susan Gorospe
From: Police Administrative Budget Manager
Subject: REQUEST FOR DESTRUCTION OF RECORDS
Date: January 6, 2025
The Police Department requests your consent to destroy records listed on the attached request,
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.
Susan Gorospe
Police Administrative Budget Manager
Santa Ana Police Department
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
JANUARY 2025
RECORD
CATEGORY
RECORD
SERIES
RECORD DESCRIPTION
RECORD START
DATE/RETENTION
PERIOD
RECORD
PERIOD
GOVT.
CODE
BOX
NO.
Authorizing absence forms to
Payroll
Leave of
record attendance and
Date Prepared + 2
2013 —
34090
1-31
Documentation
Absence
earned time (i.e. chits, court
years
2018
pay); may include grants
Time
Labor expenditure charges to
Payroll
Exception
applicable Fund/Activity
Date Prepared + 3
2013 —
34090
32-35
Documentation
Sheets
other than home account (i.e.
years
2018
timesheets)
PREPARED BY: CONSENT BY:
"v__r)M k-. 1 I. LDS
Susan Gorospe Date Robert Rodriguez Date
Police Administrative Budget Manager Police Chief
Police Department
Number of Boxes to be Destroyed: 35
ROVED BY:
T a Bogosian Date
Senior Assistant City Attorney
Page 1 of 2
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
JANUARY 2025
Division Name: Budget Division
Records destroyed by:
Print Name & Badge # 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 2 of 2