HomeMy WebLinkAbout19C - RECORDS DESTRUCTIONREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
APRIL 6, 2009
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
n,
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CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
^ As Recommended
^ As Amended
^ Ordinance on 15t 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
To: Laura Sheedy, Assistant City Attorney
City Attorney's Office
From: Mark Lawrence, Executive Assistant to the City Manager
Date: March 16, 2009
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
2009
RECORD RECORD RECORD EXPIRATION
CATEGORY SERIES DESCRIPTION DATES
Chronological Files Staff Memoranda and Correspondence April 1, 2007
and prior
Correspondence/ April 1, 2007
Chronological Files
Councilmember
Self-explanatory and prior
Council Requests Mayor Inquiries processed for Mayor April 1, 2007
and prior
Wards 1 through 6 Inquiries processed for Councilmembers April 1, 2007
and prior
Correspondence General Correspondence Self-explanatory April 1, 2007
and prior
Staff Inquiries processed for Staff April 1, 2007
and prior
Monthly Status City Manager Self-explanatory April 1, 2007
Reports and prior
Payroll Records Council/Staff Self-explanatory April 1, 2007
and prior
APPROVE:
David N. Rem Date
City Manager
RECORDS DESTROYED:
Volume
in Cubic Feet
Weight
in Pounds
CONSENT:
%~
_ -`~~~ ~~
Joseph W. Flet er Date
City Attorney
AUDITED BY:
Mark Lawrence Date
Assistant to the City Manager
19C-3
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CLEF , : ~~~l.i~
MEMORANDUM
To: Laura Sheedy, Assistant City Attorney
City Attorney's Office
From: Sharon Hennegen
Date: March 18, 2009
Re: REQUEST FOR DESTRUCTION OF RECORDS
The Clerk of the Council 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.
1 r
19C-4
CITY OF SANTA ANA
FINANCE AND MANAGEMENT SERVICES
(March 2009)
RECORD
CATEGORY RECORD
SERIES RECORD
DESCRIPTION RECORD
DATES
ACCOUNTS
PAYABLE and
Purchasing
Bids
Original bids, bids received, bid lists, advertising records 2004 and
prior
Travel Request and
Expense Report Self-explanatory 2007 and
prior
PREPARED BY:
,~~
i
3/23/09
Sharon Hennegen Date
Administrative Services Manage
Purchasing Division
RECORDS DESTROYED:
Number of Boxes
CONSENT BY:
Date ~
APPROVED BY:
'ti-i ~ ~ 1 Gam.-'~, . c ~_ ~k ~/ 3 l? 5 ~~
Joseph Fletcher
City Attorney
19C-5
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
Division Name:
Record
Category
Payroll
Prepared by:
Name: Lori Brown
Record Series ~ Record Description
Back up Leave of Absence chits;
documentation RPTR attendance reports;
Employment Certification forms
Temporary Upgrade forms
Shift differential pay forms
Salary Correction forms
Longevity Cash Out forms
Disciplinary Action forms
Part time payroll timesheets
Court Pay sheets
Pay Accrual reports
IOD/LOA work status sheets
Title: Management Aide
Date: .3` ` ~-Q
Number of boxes to be destroyed: 25
CONSENT BY:
Paul M. Walters, Chief of Police
Police Department
APPROVED BY:
~~~
Date
r; oseph Fletcher Date
City Attorney
Record Dates
12/31 /04 and
prior
Page 1 19C-6
" CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
Division Name:
Records destroyed by:
Print Name & Badge # Signature
Date of destruction:
Once your records have been destroyed return this form to the Records Manager and keep
a copy of this form for your files.
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