HomeMy WebLinkAbout19C - RECORDS DESTRUCTIONREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
DECEMBER 1, 2008
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
~ ~
CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
^ As Recommended
^ As Amended
^ Ordinance on 1gt Reading
^ Ordinance on 2"~ 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.
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MEMORANDUM
To: Laura Speedy, Assistant City Attorney
City Attorney's Office
From: Mark Lawrence, Executive Assistant to tpe City Manager
Date: November 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.
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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 December 1,
2006 and prior
Correspondence/ December 1,
Chronological Files
Councilmember
Self-explanatory 2006 and prior
Council Requests Mayor Inquiries processed for Mayor December 1,
2006 and prior
Wards 1 through 6 Inquiries processed for Councilmembers December 1,
2006 and prior
Correspondence General Correspondence Self-explanatory December 1,
2006 and prior
Staff Inquiries processed for Staff December 1,
2006 and prior
Monthly Status City Manager Self-explanatory December 1,
Reports 2006 and prior
Payroll Records Council/Staff Self-explanatory December 1,
2006 and prior
APPROVE:
David IV. Ream --7 Date
City Manager
RECORDS DESTROYED:
Volume
in Cubic Feet
Weight
in Pounds
CONSENT:
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oseph W. Fler Date
City Attorney
AUDITED BY:
Mark Lawrence Date
Assistant to the City Manager
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MEMORANDUM
To: City Attorney
From: Rob Richard~!`'"~
Executive Director, Library Services
Date: November 5, 2008
Subject: REQUEST FOR DESTRUCTION OF RECORDS
The Library requests your consent to destroy city records on the attached listing, in accordance
with the retention schedule outlined in the City Council Resolution 2006-045.
Record Category Record Series Record Description Record Date
Agreements Americorps Civic Center Barrio 1997
Payroll Documentation Leave of Absence Authorizing Absence Forms 2005 and prior
Time Exception Labor expenditure charges to
Payroll Documentation Sheets applicable Fund/Activity other 2004 and prior
than home account
Form completed by employee
Personnel Notice of Separation and/or department indicating 1985 and prior
effective
Purchasing Direct Payment Generated payment to City
Documentation Voucher (DPV) vendor/creditor; used in lieu of 1997and prior
PO when item and vender known
Purchasing
Documentation purchase Orders Forms generated from Purchase
Requisitions 1999 and prior
,.~` ~
Appr e:
David N. Ream Date
City Manager
Records Destroyed:
~~
Boxes
Consent:
-~ ~ ' ~
' ~ ~ ' r ~- / 7-~
~ ph W. Fletche Date
,ty Attorney
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