HomeMy WebLinkAbout19C - RECORDS DESTRUCTIONREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
NOVEI~ER 5, 2 0 0 7
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
G~
CITY MANAGER
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 2006-045.
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 5B 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
Laura Sheedy
To: Assistant City Attorney
From: Deputy City Manager for Development
Services
Date: September 5, 2007
Subject: REQUEST FOR DESTRUCTION OF RECORDS
The Community Development Agency requests your consent to destroy city records
on the attached listing, in accordance with the retention schedule outlined in City
Council Resolution 98-088.
-~9~~/~~
Stephen G. H ding
19C-2
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
Community Development Agency
2007
Record Record
Cate o Series Record Descri tion Record Dates
ADMIN SVCS CDBG/ESG Various schedules, spreadsheets Completed
and reports 9/04/02 and
rior
Subrecipient binders (application, Completed
agreement, backups to payment 9/4/02 and prior
requests, correspondence, etc.)
City project files paid with CDBG Completed
funds 9/4/02 and prior
PREPARED BY:
~~
Terri Eggers ate ~ /
Senior Manageme Analyst
Community Development Agency
CONSENT BY:
~ ~ ~~ ~
Steph n G. Hardin at
Deputy City Manager for Development Services
Community Development Agency
RECORDS DESTROYED:
39 boxes
Number of boxes
APPROVED BY:
l ~l l
Jdseph Fletcher -~~, '~ Date
City Attorney
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19C-10
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Finance & Management Services Agency
MEMORANDUM
To: Joseph W. Fletcher, City Attorney
From: Francisco Gutierrez, Executive Director
Date: September 4, 2007
Re: REQUEST FOR DESTRUCTION OF RECORDS
The Finance & Management Services Agency 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-11
'''' ~ Y o
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
FINANCE & MANAGEMENT SERVICES AGENCY
2007
RECORD RECORD RECORD RECORD
CATEGORY SERIES DESCRIPTION DATES
CHECKS Voided /Cancelled Check voided/canceled; issued by the City; includes Housing 2000 and
Authority, Workers Compensation, Payroll and Vendor; includes Prior
checks voided as a result of printer misalignment.
Paid Paid checks issued by the City; includes Housing Authority,
Workers Compensation, Payroll and Vendor checks 2000 and
Prior
PREPARED BY:
p! ~ ~iy~~
I<llarilyn ~alacol Date
Senior Accountant
RECORDS DESTROYED:
Number of Boxes
CONSENT BY:
Executive Director Date
Finance & Mgmt. Services
APPROVED BY:
" ~ ;.~: ~.1,_~
Joseph Fletcher - Date
City Attorney
19C-12
MEMORANDUM
To: Laura Sheedy, Assistant City Attorney
City Attorney's Office
From: Mark Lawrence, Executive Assistant to the City Manager
Date: October 30, 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-13
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
CITY MANAGER'S OFFICE
2007
RECORD RECORD RECORD EXPIRATION
CATEGORY SERIES DESCRIPTION DATES
Chronological Files Staff Memoranda and Correspondence August 1, 2005
and prior
Correspondence/ August 1, 2005
Chronological Files
Councilmember
Self-explanatory and prior
Council Requests Mayor Inquiries processed for Mayor August 1, 2005
and prior
Wards 1 through 6 Inquiries processed for Councilmembers August 1, 2005
and prior
Correspondence General Correspondence Self-explanatory August 1, 2005
and prior
Staff Inquiries processed for Staff August 1, 2005
and prior
Monthly Status City Manager Self-explanatory August 1, 2005
Reports and prior
Payroll Records Council/Staff Self-explanatory August 1, 2005
and prior
August 1, 2005
Travel Folders Council/Staff Self-explanatory and prior
APPROVE:
~~~~~
David N. Ream Date
City Manager
RECORDS DESTROYED:
Volume
in Cubic Feet
Weight
in Pounds
CONSENT:
oseph W. F cher Date
City Attorne
AUDITED BY:
/fJ
Mar rence Date
As is nt to the City Manager
19C-14
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
CITY MANAGER'S OFFICE
2007
RECORD RECORD RECORD EXPIRATION
CATEGORY SERIES DESCRIPTION DATES
Chronological Files Staff Memoranda and Correspondence September 1,
2005 and prior
Correspondence/ September 1,
Chronological Files
Councilmember
Self-explanatory 2005 and prior
Council Requests Mayor Inquiries processed for Mayor September 1,
2005 and prior
Wards 1 through 6 Inquiries processed for Councilmembers September 1,
2005 and prior
Correspondence General Correspondence Self-explanatory September 1,
2005 and prior
Staff Inquiries processed for Staff September 1,
2005 and prior
Monthly Status City Manager Self-explanatory September 1,
Reports 2005 and prior
Payroll Records Council/Staff Self-explanatory September 1,
2005 and prior
September 1,
Travel Folders Council/Staff Self-explanatory 2005 and prior
APPROV ~ CONSENT:
,~
David N. Ream Date / h . Fle ~~ er Date
City Manager it~Attorney
RECORDS DESTROYED:
Volume
in Cubic Feet
Weight
in Pounds
AUDITED BY:
Mark Lawrence Date
Assistant to the City Manager
19C-15
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
CITY MANAGER'S OFFICE
2007
RECORD RECORD RECORD EXPIRATION
CATEGORY SERIES DESCRIPTION DATES
Chronological Files Staff Memoranda and Correspondence October 1,
2005 and prior
Correspondence/ October 1,
Chronological Files
Councilmember
Self-explanatory 2005 and prior
Council Requests Mayor Inquiries processed for Mayor October 1,
2005 and prior
Wards 1 through 6 Inquiries processed for Councilmembers October 1,
2005 and prior
Correspondence General Correspondence Self-explanatory October 1,
2005 and prior
Staff Inquiries processed for Staff October 1,
2005 and prior
Monthly Status City Manager Self-explanatory October 1,
Reports 2005 and prior
Payroll Records Council/Staff Self-explanatory October 1,
2005 and prior
October 1,
Travel Folders Council/Staff Self-explanatory 2005 and prior
APPRO :7 CONSENT: ,,
r /~
;'
~~.~.ar.w--- I ~ Z ~ c~ 7 '~ /t~ 3c
David N. Ream Date i'~ o~eph` le cher Date
City Manager / qty Attorney
/~
RECORDS DESTROYED:
Volume
in Cubic Feet
Weight
in Pounds
AUDITED BY:
Mark Lawrence Date
Assistant to the City Manager
19C-16
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
CITY MANAGER'S OFFICE
2007
RECORD RECORD RECORD EXPIRATION
CATEGORY SERIES DESCRIPTION DATES
Chronological Files Staff Memoranda and Correspondence November 1,
2005 and prior
Correspondence/ November 1,
Chronological Files
Councilmember
Self-explanatory 2005 and prior
Council Requests Mayor Inquiries processed for Mayor November 1,
2005 and prior
Wards 1 through 6 Inquiries processed for Councilmembers November 1,
2005 and prior
Correspondence General Correspondence Self-explanatory November 1,
2005 and prior
Staff Inquiries processed for Staff November 1,
2005 and prior
Monthly Status City Manager Self-explanatory November 1,
Reports 2005 and prior
Payroll Records Council/Staff Self-explanatory November 1,
2005 and prior
November 1,
Travel Folders Council/Staff Self-explanatory 2005 and prior
APPROVE:
t
z ~'~~~ G Z 73/x'
David N. Ream Date
City Manager
RECORDS DESTROYED:
Volume
in Cubic Feet
Weight
in Pounds
CONSENT:
r~ ~lv .
o ~ ph .Fletcher Da e
y Attorney
AUDITED BY:
Mark Lawrence Date
Assistant to the City Manager
19C-17
19C-18