HomeMy WebLinkAbout19C - RECORDS DESTRUCTIONREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JANUARY 5, 2009
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
CI NAGS
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
^ As Recommended
^ As Amended
^ Ordinance on 1ST 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 far 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 Date: November 25, 2008
From: Deputy City Manager for Development Services
Community Development Agency
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.
~~
Cynthia J. Nelson
19C-2
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
Community Development Agency
Record Record Record Record
Cate ory Series Descri tion Dates
HOUSING Terminated Self -explanatory
AUTHORITY Participant Files
• Applications Jan 1998 -June 2004
from prior Wait
List
• Santa Ana Jan -Dec 2005
Towers
terminated
volumes
• HCV terminated
volumes Jan -Dec 2005
PREPARED BY:
CONSENT BY:
/~
Terri Eggers Date Cynthia J. Nelson Date
Sr. Management Analyst Deputy City Manager for Development Services
Community Development Agency Community Development Agency
RECORDS DESTROYED: APPROVED BY:
108 Boxes
,;
Joseph Fletcher ~'~ Date
City Attorney
19C-3
MEMORANDUM
To: Laura Sheedy, Assistant City Attorney
City Attorney's Office
From: Mark Lawrence, Executive Assistant to the City Manager
Date: December 17, 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-4
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
CITY MANAGER'S OFFICE
2009
RECORD RECORD RECORD EXPIRATION
CATEGORY SERIES DESCRIPTION DATES
Chronological Files Staff Memoranda and Correspondence January 1,
2007 and prior
Correspondence/ January 1,
Chronological Files
Councilmember
Self-explanatory 2007 and prior
Council Requests Mayor Inquiries processed for Mayor January 1,
2007 and prior
Wards 1 through 6 Inquiries processed for Councilmembers January 1,
2007 and prior
Correspondence General Correspondence Self-explanatory January 1,
2007 and prior
Staff Inquiries processed for Staff January 1,
2007 and prior
Monthly Status City Manager Self-explanatory January 1,
Reports 2007 and prior
Payroll Records Council/Staff Self-explanatory January 1,
2007 and prior
APPROV
z ~' u ~
David N. Ream Dat
City Manager
CONSENT:
,,
Joseph W. Fletcher ~ Date
City Attorney '
RECORDS DESTROYED:
Volume Weight
in Cubic Feet in Pounds
AUDITED BY:
Mark Lawrence Date
Assistant to the City Manager
19C-5
19C-6