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Home My WebLink About19C - RECORDS DESTRUCTIONREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: JULY 6, 2009 TITLE: DESTRUCTION OF OBSOLETE CITY RECORDS CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ^ As Recommended ^ As Amended ^ Ordinance on 15i 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 2f~a ~l!~ifd f 8 PW 3~ X18 CIT', ~ ,:: F~,~lta GLt`: ~€l ~~. MEMORANDUM To: Laura Sheedy, Assistant City Attorney City Attorney's Office From: Mark Lawrence, Executive Assistant to the City Manager Date: June 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 July 1, 2007 and prior Correspondence/ July 1, 2007 and prior Chronological Files Councilmember Self-explanatory Council Requests Mayor Inquiries processed for Mayor July 1, 2007 and prior Wards 1 through 6 Inquiries processed for Councilmembers July 1, 2007 and prior Correspondence General Correspondence Self-explanatory July 1, 2007 and prior Staff Inquiries processed for Staff July 1, 2007 and prior Monthly Status City Manager Self-explanatory July 1, 2007 Reports and prior Payroll Records Council/Staff Self-explanatory July 1, 2007 and prior APPROVE f" /, f' David N. Ream Date City Manager RECORDS DESTROYED: Volume in Cubic Feet Weight in Pounds CONSENT: r ; ~\ . Joseph W. Fletch~~ Date City Attorney ,~ AUDITED BY: Mark Lawrence Date Assistant to the City Manager 19C-3 MEMORANDUM To: Laura Sheedy, Assistant City Attorney City Attorney's Office From: Patricia E. Healy, Clerk of the Council Date: June 8, 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. ~ ~~ ~~~ 19C-4 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE CLERK OF THE COUNCIL 2009 RECORD RECORD RECORD RETENTION CATEGORY SERIES DESCRIPTION PERIOD BOARDS & B&C Applications Applications for B&C positions 2006 and Prior COMMISSIONS (B&C) Not Selected received during a calendar year and not acted u on b the Council B&C Board Attendance Reports Biannual Attendance reports from 2006 and Prior City Boards, Committees and B&C Board Member File, Commissions; includes RFCA's; Membership Applications and supporting Roster correspondence re current members; Reference file for names, addresses and other data on incumbent Board/Commission members. CLERK Miscellaneous Correspondence Includes both incoming and outgoing 2006 and Prior PUBLIC RECORDS Public Records Request Requests from the public for 2006 and Prior REQUEST documents retained by the City CLERK LOGS Claims Against the City Council reports on liability claims 2005 and Prior Miscellaneous Logs Log of documents received by the Clerk including summons, subpoenas, appeals, Alcoholic Beverage Control (ABC), Personnel Board findings and other actions under various SAMC sections COUNCIL MEETING Agendas City Council Meeting Agendas 2006 and Prior Agenda Packets-By Council Meeting Council Meeting Agenda packet 2003 and Prior Date materials, e.g., Requests for Council Action (RFCA's) and backup information on Council A enda items Audio and Video Recordings Recordings of Council Meetings 2007 and Prior COUNCIL REQUESTS Certificates and Proclamations Request from the Mayor and Council 2006 and Prior re uestin resentations FINANCE (Financial Projects Winning bids (originals) for Council- 2004 and Prior Documents) approved contracts for construction, improvement, maintenance, rehabilitation of public facilities including change orders; contains RFCA's and insurance certificates 19C-5 RECORD RECORD RECORD RETENTION CATEGORY SERIES DESCRIPTION PERIOD FAIR POLITICAL Candidate Campaign Statements FPPC Filings 2005 and Prior PRACTICES (FPPC) Successful - Ori finals Candidate Campaign Statements 2005 and Prior Unsuccessful - Ori finals Candidate Campaign Statements in 2003 and Prior Laserfiche Unsuccessful Misc. Campaign Statements - 2005 and Prior Ori finals Misc. Campaign Statements in 2001 and Prior Laserfiche FAIR POLITICAL Statements of Economic Interest-GC Councilmembers, candidates for 2006 and Prior PRACTICES (FPPC) Sec 87200 Filers -Originals elected City office, City Attorney, City Manager, Finance & Management Services Executive Director, and Planning Commissioners Statements of Economic Interest-GC 2004 and Prior Sec 87200 Filers in Laserfiche Statements of Economic Interests-All 2001 and Prior Others -Originals INSURANCE (INS) Buildin Movers Proof of insurance required to be 2003 and Prior Bus Shelters & Benches filed with the Clerk Helicopter Landing & Other Stadium Users Taxicabs PAYROLL Leave of Absence Forms to authorize absence from 2006 and Prior work Exception Sheets Forms to charge labor expenditures to applicable Fund and Activity other 2005 and Prior than home account PREPARED BY: ~~~ D~ Rit L Gallardo Date Asst. Clerk oft a Council RECORDS DESTROYED: Number of Boxes CONSENT BY: ~° / , ,~~ ~ ~ ~:~ ~ atricia E. Healy ~_ Date Clerk of the Council APPROVED BY: / S„ ~ ~~'`~ ~. ~~ ~ ~ ~(~ 4. ~1. 1. Joseph Fletc- r Date City Attorn 19C-6 ORGANIZATIONS - CAMPAIGN STATEMENTS (460, 470, 410, ETC) (Originals and Laserfiche) A Better Santa Ana Committee 1991-95 Plumbers & Steamfitters 1993 Residents & Businesses Against Rent Control 1990 Santa Ana Chamber PAC 1991-93 Santa Ana Fireman's Le islative Action 1991-93 Santa Ana Good Government Committee 1991 Santa Ana Merged Society of Nei hbors 1991 Santa Ana Mobile Homeowners PAC 1989-1992 Santa Ana Police Officers PAC 1991-1994 Santa Ana Traditional Values Committee 1991 Santa Ana Citizens 1991-94 Santa Ana Cit Em to ees 1991-94 19C-7 UNSUCCESSFUL CANDIDATES CAMPAIGN STATEMENTS (460, 470, 410, ETC) (Originals and Laserfiche) NAME YEAR S Ann Andres 1994 Arthur Castro 1994 Winston Covin ton 2000-04 Vital D'Car io 2000-04 Corween Dickerson 1992-93 Eleazar Elizondo 2002-03 Stanle Fiala 2002-04 Mar aret Flindt 2002 Elizabeth Gortarez 2000 Robert Henson 2002 Zeke Hernandez 1992-95 Irene Ibarra 2002 Nanc Lutz 2000-03 Jose Macias 2002-03 Sal Mendoza 1994 Sean Mill 1992-95 Glen Mondo 1993-94 Mauro Morales 2000-03 Michelle Morrise 1999-2002 John Patterson 1992-93 Armando Ramirez 2000-03 John Ra a 1994 James Richards 1994 Mark Rocha 2000 Noeomi Romero 1994 Ana Vas uez 1992-94 Jose h Wa staff 1994 Frances Wlilliams 1992-93 Randell Youn 1994 19C-8 ~~~ .'~.i~! 22 ~~ 9~ 27 I/~ i ; t.. Li. I, .:1. MEMORANDUM To: Laura Sheedy, Assistant City Attorney City Attorney's Office From: Michael Ernandes, Personnel Operations Manager Personnel Services Department, M24 Date: June 16, 2009 Re: REQUEST FOR DESTRUCTION OF RECORDS The Personnel Services Department requests your consent to destroy city records on the attached list, in accordance with the retention schedule outlined in City Council Resolution 2006-045. Thank you. ~,i l~ ~ n 19C-9 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE PERSONNEL SERVICES DEPARTMENT 2006 PERSONNEL SERVICES DEPARTMENT RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES EMPLOYMENT Full-/Part-Time U.S. Dept. of Justice Immigration and Hired July 1, 2006 and ELIGIBILITY Employees Naturalization forms completed and signed prior, or terminated VERIFICATION by EE and reviewed and verified (with July 1, 2008 and prior, (FORMS I-9)** necessary documentation) by employer whichever is later.'` re resentative. *Will be purged PREPARED BY: ~ ~ / ~.~ Susan Wathen for Date Michael S. Ernandes, Personnel Operations Manager RECORDS DESTROYED: Number of Boxes CONSENT BY: . ~ ~. ~ Kathie Gonzalez Date Acting Executive Director Personnel Services Department APPROVED BY: Joseph Fletcher Date City Attorney 19C-10