HomeMy WebLinkAbout19C - RECORDS DESTRUCTION
CITY COUNCIL MEETING DATE:
CLERK OF COUNCIL USE ONLY:
REQUEST FOR
COUNCIL ACTION
JANUARY 2, 2007
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
APPROVED
D As Recommended
D As Amended
D Ordinance on 1" Reading
D Ordinance on 20d Reading
D Implementing Resoiution
D Set Public Hearing For
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CITY MANAGER
CONTINUED TO
FILE NUMBER
RECOMMENDED ACTION
Approve the requests for the destruction of obsolete records from various
Ci ty departments in accordance with the retention schedule outlined in
City Council Resolution 2006-045.
DISCUSSION
On July 3, 2006, the City Council approved a resolution outlining the
records retention schedule for the agencies, departments, and offices of
the City. City records are governed by the Public Records Act which
provides the time in which records need to be kept. The Citywide Records
Team compiled the Citywide Records Retention Schedule which sets forth
the retention period for a particular record. The Municipal Code
requires that the destruction of a City record be approved by the City
Attorney.
In accordance with Section 58 of the Citywide Records Retention
Resolution, the City Attorney has approved the list of records
for destruction from the departments as outlined in the
documents.
Schedule
proposed
attached
FISCAL IMPACT
There is no fiscal impact associated with this item.
19C-1
\
MEMORANDUM
To:
Laura Sheedy, Assistant City Attorney
City Attorney's Office
From:
Mark Lawrence, Assistant to the City Manager
Date:
November 1, 2006
Re:
REQUEST FOR DESTRUCTION OF RECORDS
The City Manager's Office requests your consent to destroy city records on the attached listing,
in accordance with the retention schedule outlined in City Council Resolution 2006-045.
Thank you.
1///
/
19C-2
.
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
CITY MANAGER'S OFFICE
2006
RECORD RECORD RECORD EXPIRATION
CATEGORY SERIES DESCRIPTION DATES
Chronological Files Staff Memoranda and Correspondence Nov. 1, 2004
and prior
Correspondence/ Nov. 1,2004
Chronological Files and prior
Councilmember Self-explanatory
Council Requests Mayor Inquiries processed for Mayor Nov. 1. 2004
and prior
Wards 1 through 6 Inquiries processed for Council members Nov 1, 2004
and prior
Correspondence General Correspondence Self-explanatory Nov. 1, 2004
and prior
Staff Inquiries processed for Staff Nov. 1, 2004
and prior
Monthly Status City Manager Self-explanatory Nov 1,2004
Reports and prior
Payroll Records Council/Staff Self-explanatory Nov 1,2004
and prior
Nov. 1, 2004
Travel Folders Council/Staff Self-explanatory and prior
APPI2A
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David N, Ream Date
City Manager
~ 1I-6-ob
Date
RECORDS DESTROYED:
AUDITED BY:
Volume
in Cubic Feet
Weight
in Pounds
Mark Lawrence Date
Assistant to the City Manager
19C-3
*'" ,
MEMORANDUM
To:
Laura Sheedy, Assistant City Attorney
City Attorney's Office
From:
Mark Lawrence, Executive Assistant to the City Manager
Date:
December 7, 2006
Re:
REQUEST FOR DESTRUCTION OF RECORDS
The City Manager's Office requests your consent to destroy city records on the attached listing,
in accordance with the retention schedule outlined in City Council Resolution 2006-045.
Thank you.
d//L
/ /
19C-4
"
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
CITY MANAGER'S OFFICE
2006
RECORD RECORD RECORD EXPIRATION
CATEGORY SERIES DESCRIPTION DATES
Chronological Files Staff Memoranda and Correspondence Dec. 1, 2004
and prior
Correspondence/ Dec. 1,2004
Chronological Files and prior
Council member Self-explanatory
Council Requests Mayor Inquiries processed for Mayor Dec. 1, 2004
and prior
Wards 1 through 6 Inquiries processed for Councilmembers Dec. 1, 2004
and prior
Correspondence General Correspondence Self-explanatory Dec. 1,2004
and prior
Staff Inquiries processed for Staff Dec. 1, 2004
and prior
Monthly Status City Manager Self-explanatory Dec. 1, 2004
Reports and prior
Payroll Records Council/Staff Self-explanatory Dec. 1,2004
and prior
Dec. 1, 2004
Travel Folders Council/Staff Self-explanatory and prior
APPROVE:
~~a~ I L/7,/~(,
David N. Ream Date '
City Manager
CONSENT:
-----------------------------------------------------------
RECORDS DESTROYED:
AUDITED BY:
Volume
in Cubic Feet
Weight
in Pounds
Mark Lawrence Date
Assistant to the City Manager
19C-5
"MEMORANDUM
To:
~
Laura Sheedy, Asst. City Attorne~
Fire Marshal
Date:
December 5, 2006
From:
b" REQUEST FOR DESTRUCTION OF RECORDS
Su ~ect:
The Santa Ana Fire Department requests your consent to destroy City
records on the attached listing, in accordance with the retention schedule
outlined in City Council Resolution 2006-045.
Thank you.
~~
Lori Smith
lor
V :\SupportStaffiRecords Retention\2006\December2006Investigations.doc
"'~,
19C-6
. .
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
FIRE DEPARTMENT
2006
RECORD RECORD
RECORD CATEGORY RECORD SERIES DESCRIPTION DATES
Arson Investigations Structure January 1991
through
December
2002
Arson Case Assignments Case Assignment January 1991
Logs through
December
2002
APPROVE:
) ,
IU~Aa
David N. Ream
City Manager
CONSENT:
Date
J'2.. /1;2-1 oC
Date
------------------------------------------------------------------------------------------------------------------
RECORDS DESTROYED:
AUDITED BY:
10
Number
of Boxes
~~
Lori Smith
Fire Marshal
/..;fi-;it
Date
V :\SupportStafl\Records Retention\2006\December20061nvestigations.doc
19C-7
Santa Ana Police
Department
Memo
Too Laura Sheedy, Assistant City Attomey
From: Yolanda Pena, Police Investigative Specialist
cc: Chief Paul Walters, Cmdr. Hank Couisine, Sgt Don Bray
Date: December 5, 2006
Reo REQUEST FOR DESTRUCTION OF RECORDS
The Special Investigations Division of the Police Department requests your consent to destroy City
records on the attached listing, in accordance with the retention schedule outlined in City Council
Resolution 2006-045.
Thank YOUn
u.r~
YO~NDA PENA
SpeciallnvestigationslVice
1
19C-8
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
2007
RECORD RECORD RECORD RECORD
CATEGORY SERIES DESCRIPTION DATES
APPLICATION Bingo AW'licant background investigation. Application forms, Paermits, 2003 and
PERMITS Ie ers of a~proval/denial, inspection reports and miscel aneous Prior
correspon ence
Escort/Bureau 2003 and
Prior
Introductory 2003 and
Service Prior
Massa,ge 2003 and
Technician Prior
Peep Show 2003 and
Prior
PREPARED BY:
CONSENT BY:
Lt
/i-!,<)/u!.r;
YA,ctL.
Yol nda Pena
Police Investigative Specialist
Date
Z'-S
Paul M. Walters
Chief of Police
( L (, lot
Date
RECORDS DESTROYED:
APPROVED BY:
SlX (0)
Number of Boxes
I ~ 1/-0(,
Date
2
19C-9
19C-10