HomeMy WebLinkAbout19C - DESTRUCTION OF OBSOLETE RECORDSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JULY 16, 2007
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
~ ~' f
CITY NAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
^ As Recommended
^ As Amended
^ Ordinance on 1s` Reading
^ Ordinance on 2"d Reading
^ Implementing Resolution
^ Set Public Hearing For_
CONTINUED TO
FILE NUMBER
Approve the requests for the destruction of obsolete records from various
City departments in accordance with the retention schedule outlined in
City Council Resolution 2006-095.
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 SB of the Citywide Records Retention Schedule
Resolution, the City Attorney has approved the list of records proposed
for destruction from the departments as outlined in the attached
documents.
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: June 28, 2007
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.
19C-2
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
CITY MANAGER'S OFFICE
2007
RECORD
CATEGORY
Chronological Files
Correspondence/
Chronological Files RECORD
SERIES
Staff
ouncilmember RECORD
DESCRIPTION
Memoranda and Corres ondence
P
elf-explanatory
EXPIRATION
DATES
June 1, 2005
and prior
June 1, 2005
and prior
Council Requests Mayor Inquiries processed for Ma or
Y
June 1, 2005
and prior
Wards 1 through 6 Inquiries processed for Councilmembers June 1, 2005
and prior
Correspondence General Correspondence Self-explanatory
June 1, 2005
and prior
Staff Inquiries processed for Staff June 1, 2005
and prior
Monthly Status
Reports City Manager Self-explanatory
June 1, 2005
and prior
Payroll Records Council/Staff Self-explanatory
June 1, 2005
and prior
Travel Folders
Council/Staff
Self-explanatory June 1, 2005
and prior
APPROVE: CONSENT:
/,~ _
David N. Ream Date ~ r/G
City Manager Joseph W. Fle her Date
City Attorney
------------------------------
RECORDS DESTROYED:
AUDITED BY:
Volume Weight
in Cubic Feet in Pounds
Mark Lawrence Date
Assistant to the City Manager
19C-3