HomeMy WebLinkAbout19C - RECORDS DESTRCTIONREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JUNE 1, 2009
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
i~
CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
^ As Recommended
^ As Amended
^ Ordinance on 1St 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
n~
MEMORANDUM
To: Laura Sheedy, Assistant City Attorney
City Attorney's Office
From: Mark Lawrence, Executive Assistant to the City Manager
Date: May 21, 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 June 1, 2007
and prior
Correspondence/ June 1, 2007
Chronological Files
Councilmember
Self-explanatory and prior
Council Requests Mayor Inquiries processed for Mayor June 1, 2007
and prior
Wards 1 through 6 Inquiries processed for Councilmembers June 1, 2007
and prior
Correspondence General Correspondence Self-explanatory June 1, 2007
and prior
Staff Inquiries processed for Staff June 1, 2007
and prior
Monthly Status City Manager Self-explanatory June 1, 2007
Reports and prior
Payroll Records Council/Staff Self-explanatory June 1, 2007
and prior
APPROVE:
David N. Ream
City Manager
Date
RECORDS DESTROYED:
Volume
in Cubic Feet
Weight
in Pounds
CONSENT:
Joseph W. Fletcher
City Attorney
AUDITED BY:
Date
Mark Lawrence Date
Assistant to the City Manager
19C-3
~~Y 2Q PM +~~ 23
MEMORANDUM
To: City Attorney Date: Nfay`15, 2009
From: Rob Richard ~`~
Executive Director, Library Services
Subject:
REQUEST FOR DESTRUCTION OF RECORDS
The Library requests your consent to destroy city records on the attached listing, in
accordance with tl'ie retention schedule outlined in the City Council Resolution 2006-045.
Record Category Record Series Record Description Record Date
Agendas Library Board Meeting Plans May 2007 &
Prior
Minutes Library Board Meetings May 2007 &
Prior
Approve: Consent:
~~ ~,
David N. Ream Date ~4oseph W. Fletcher . ~ Date
City Manager City Attorney
-----------------------------------------------------------------------------------------------------------------------------
Records Destroyed:
Boxes
Audit By:
_ 5 ,~1~ 0~
Z a Zepe Date
.Office istant
19C-4
emo ~~.
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~~
To: Laura Sheedy, Assistant City Attorney '~
CilyyAtbome~s Offioe
From: Anita Ayala, Records Manager ..~
L-= ,. ; ~,
Dafie: May 15, 2009 ~ ~ ~=r w
,.
Re: REQUEST FOR DESTRUCTION OF RECORDS
The Police Department requests your consent to destroy city records on the
attaching listings, in accordance with the retention schedule outlined in City
Council Resolution 2006-045.
Thank you.
- ,,
`\
Anita Ayala, Records Manager
Police Department
19C-5
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
Division Name: Police Human Resources
Record Category Record Series Record Description Record Dates
Applicant Files By Name Record of Applicants Not January -
Selected December
2003 {87 files)
Employee Records Background File Record of Background January 2002
Investigation -December
2002 (76 files)
Employee Records Personnel File Employment Records January 2003
- December
2003 (60 files)
Psychological Files By Calendar Pre-employment Psychological January 16,
Year Examination Results 2003 (1 file)
Psychological File By Calendar Psychological Examination December 22,
Year Results (Post Critical Incident) 2003 (1 file)
Prepared by:
Name: David Valentin Title: Commander
Date: May 7, 2009
Number of boxes to be destroyed:
CONSENT BY:
~.
~~
Paul M. Walters, Chief of Police
Police Department
APPROVED BY:
(Z~US
Date
,~
Joseph Fletcher Date
City Attorney
Page 1 of 2
19C-6
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
Division Name: Police Human Resources
Records destroyed by:
Date of destruction:
Print Name & Badge # Signature
Once your records have been destroyed return this form to the Records Manager and keep
a copy of this form for your files.
Page 2 of 2
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