HomeMy WebLinkAbout19C - RECORDS DESTRUCTIONREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
OCTOBER 6, 2008
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
f,
~ ~
CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
^ As Recommended
^ As Amended
^ Ordinance on 15f Reading
^ Ordinance on 2nd 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
To: Laura Sheedy, Assistant City Attorney
City Attorney's Office
From: Mark Lawrence, Executive Assistant to the City Manager
Date: September 18, 2008
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
2008
RECORD RECORD RECORD EXPIRATION
CATEGORY SERIES DESCRIPTION DATES
Chronological Files Staff Memoranda and Correspondence October 1,
2006 and prior
Correspondence/ October 1,
2006 and prior
Chronological Files Councilmember Self-explanatory
Council Requests Mayor Inquiries processed for Mayor October 1,
2006 and prior
Wards 1 through 6 Inquiries processed for Councilmembers October 1,
2006 and prior
Correspondence General Correspondence Self-explanatory October 1.
2006 and prior
Staff Inquiries processed for Staff October 1.
2006 and prior
Monthly Status City Manager Self-explanatory October 1,
Reports 2006 and prior
Payroll Records Council/Staff Self-explanatory October 1,
2006 and prior
APPROV
David N. Ream Date
City Manager
RECORDS DESTROYED:
Volume
in Cubic Feet
Weight
in Pounds
CONSENT:
~~ ~ ~ ~ ~/off'
~~Joseph W. FI ~ er Date
City Attorney
AUDITED BY:
Mark Lawrence Date
Assistant to the City Manager
19C-3
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