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HomeMy WebLinkAbout19C - RECORDS DESTRUCTION REQUEST FOR COUNCIL ACTIONS ~g J CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY: DECEMBER 7, 2009 TITLE: APPROVED ? As Recommended DESTRUCTION OF ? As Amended 5c OBSOLETE CITY RECORDS ? Ordinance on 1 Reading ? Ordinance on 2"d Reading ? Implementing Resolution ? Set Public Hearing For CONTINUED TO ~L - FILE NUMBER CITY MANAGER ~ RECOMMENDED ACTION ~I 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 19C-2 ~~?P nn^tR ~ ?U ~ 4'"t E~q ~ .7 mod.' a - MEMORANDUM To: Laura Sheedy, Assistant City Attorney City Attorney's Office From: Mark Lawrence, Executive Assistant to the City Manager Date: November 18, 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-3 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 December 7, 2007 and prior Correspondence/ December 7, Chronological Files 2007 and prior Councilmember Self-explanatory Council Requests Mayor Inquiries processed for Mayor December 7, 2007 and prior Wards 1 through 6 Inquiries processed for Councilmembers December 7. 2007 and prior Correspondence General Correspondence Self-explanatory December 7, 2007 and prior Staff Inquiries processed for Staff December 7. 2007 and prior Monthly Status City Manager Self-explanatory December 7, Reports 2007 and prior Payroll Records Council/Staff Self-explanatory December 7. 2007 and prior December 7, Travel Folders Council/Staff Self-explanatory 2007 and prior APPROVE: CONSENT: l ~C4~rtr.~--- David N. Ream Date Joseph W. Fletcher" ' Date City Manager City Attorney RECORDS DESTROYED: AUDITED BY: Volume Weight Mark Lawrence Date in Cubic Feet in Pounds Assistant to the City Manager 19C-4 MEMORANDUM ~`a-_:- ; _ _ To: Cit Attorne Date: November 2, 2009 From: Gerardo Mouet, Executive Director Parks, Recreation and Community Services Agency Subject: REQUEST FOR DESTRUCTION OF RECORDS The Parks, Recreation and Community Services Agency 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. r, " Gerardo Mouet ~ - _ Attachment r c_ 19C-5 PARKS, RECREATION AND COMMUNITY SERVICES AGENCY DESTRUCTION OF RECORDS >RECOI~E3 CATEGORY ~ECOR© SERIES RECORl3 17EaCREPTIi©N RECOR€3 DRTE BUSINESS LICENSE Miscellaneous Receipts Receipts for miscellaneous TAX a ments Jul 2006 and rior Generated payment to City Direct Payment Voucher vendor/creditor; used in lieu of PO June 2007 and prior PURCHASING when item & vendor known DOCUMENTATION Material Release Order for item direct from City June 2005 and prior a roved vendor list. Purchase Orders Forms generated from Purchase June 2004 and prior Re uisitions GENERAL LEDGER Expenditure & Revenue Monthly Expenditure & Revenue May 2007 and prior Re orts Re orts - co ies onl BUDGET Bud et Books Co ies of Bud et Books 2003 and rior Contracts entered into by the City Agency/Dept. Head - relating to goods, services,legal AGREEMENTS approved settlements and program 2005 and prios responsibilities; includes joint powers a reements. LABOR Labor Distribution Reports List labor char es - co ies onl 2006 and prior Report of daily revenues received _ TREASURY Daily Treasurer's Reports with detail payment information & June 2006 and prior related workin a ers PREPARED BY: CONSENT: `7 ~ 1~ ~ Li a olis Date Gerardo Mouet, Execu ~ e Director Date Sr. A counting Assistant Parks, Recreation & C mmunity Services Agency PRCSA -Budget & Accounting Section Records Destroyed: _ APPROVED BY: 32 ~ c f, r ~ a j.l t' Number of Boxes Joseph F tcher Da e City Attorney 19C-6 -~-4•. - _ ~~~Sr ~ i ~ J MEMORANDUM To: Laura Sheedy, Assistant City Attorney City Attorney's Office From: Michael Ernandes, Personnel Operations Manager Personnel Services Department, M24 Date: October 26, 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. ~ ~ 19C-7 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE PERSONNEL SERVICES DEPARTMENT 2006 PERSONNEL SERVICES DEPARTMENT RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES ENROLLMENT Dental Insurance Employee dental insurance enrollment EE Separated Oct. FORMS forms** 2004 and prior (OFFICIAL) Flexible Enrollment forms for flexible spending EE Separated Oct. Spending, program** 2004 and prior Section 125 Life Insurance Employee life insurance enrollment forms** EE Separated Oct. 2004 and rior Long-Term Employee Long-Term Disability Insurance EE Separated Oct. Disability enrollment forms** 2004 and prior Insurance Medical Employee medical insurance enrollment EE Separated Oct. Insurance forms** 2004 and prior EQUAL Employment and Personnel and employment records, EE Separated Oct. EMPLOYMENT personnel including application forms*, records 2004 and prior OPPORTUNITY records pertaining to promotions*, layoffs*, COMMISSION terminations*, salaries* and training* (EEOC) Involuntary Personnel records of terminated employee** EE Separated Oct. termination 2004 and prior OFFICIAL Certification/ Request for Certification and/or EE Separated Oct. PERSONNEL Reassignment reassignment forms which document and 2004 and prior FILES Forms authorize hiring, reassignment, or other employee actions.* Certificates of Certificates issued to EE which show EE Separated Oct. _ Training completion date of training class(es)* 2004 and prior Commendation Letters of commendation and/or other EE Separated Oct. Letters congratulatory documents received by and/or 2004 and prior issued to EE.* Disciplinary Memorandums, letters, or other records of EE Separated Oct. Actions proposed and/or implemented disciplinary 2004 and prior action(s).* Doctor's Notes/ Notes/medical release forms, etc., submitted EE Separated Oct. Medical regarding employee's medical condition.** 2004 and prior Releases Drug Screen Pre-placement and drug screening EE Separated Oct. Test authorization and acknowledgement form(s) 2004 and prior and results of drug screening.** 19C-8 PERSONNEL SERVICES DEPARTMENT RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES OFFICIAL Family and Basic employee data (name, address, class EE Separated Oct. PERSONNEL Medical Leave title, pay rate, hours worked per pay period; 2004 and prior FILES (FML) additions to or deductions from wages). Dates (or hours) FML designated/ taken; FML notices given to employer by employee; documents from employer describing FML policies; records of premium payments of employee benefits; records of any disputed confidential files: records/documents relating to medical certifications.** Job Application Applications for employment and resumes (if EE Separated Oct. any) for hired employees.* 2004 and prior Medical Leave of Leave of Absence forms used in the EE Separated Oct. Absences** documentation of medical leave (including 2004 and prior pregnancy leave and Family and Medical Leave).** Miscellaneous Documents not specifically mentioned but EE Separated Oct. Documents kept in official personnel file.*** 2004 and prior Notice of Form completed by employee and/or EE Separated Oct. Separation department indicating effective date of 2004 and prior separation, last day on the job, reason for separation, etc.** Oath of Office Form completed and signed by employee EE Separated Oct. affirming allegiance to the Constitution of the 2004 and prior United States and the Constitution of the State of California.* Outside Form submitted by employee for apppval for EE Separated Oct. Employment employee to be engaged in outside 2004 and prior employment.* Performance Employee performance evaluation forms EE Separated Oct. Evaluations completed by supervisory personnel re 2004 and prior employees' accomplishment of their assigned duties and responsibilities, etc.* PERS Forms to enroll employees in the Public EE Separated Oct. Enrollment Employees' Retirement System (PERS)** 2004 and prior Pre-Employment Forms completed by employee and medical EE Separated Oct. Medical clinic to assess physical capability of 2004 and prior employee prior to hiring.*'` Security Check Form completed by Personnel Svcs to EE Separated Oct. Form request Police Dept to conduct security 2004 and prior check on employee prior to hiring.* Special Licenses Special licenses issued to employees from EE Separated Oct. DMV, accredited schools, etc., verifying 2004 and prior employee meets certain job-related requirements.* Tuition Copies of applications for training and EE Separated Oct. Reimbursement educational assistance which show EE 2004 and prior Request request, department head approval, and final disposition of request.* 19C-9 PERSONNEL SERVICES DEPARTMENT RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES OFFICIAL Union Bank Form signed by employee authorizing leave EE Separated Oct. PERSONNEL Donation Form hours be donated to the Union Business 2004 and prior FILES Leave Bank to be used by union leaders for Union Business.* W-4 form Employee's Withholding Allowance EE Separated Oct. Certificate completed by EE authorizing 2004 and prior employer to withhold Federal income tax from employee's pay and/or for indicating exemption.** Please see attached spreadsheet, dated October 26, 2009, listing personnel files to be purged/digitally imaged. * Will be purged Will be digitally imaged If non-medical records, will be purged; if medical records, will be digitally imaged. PREPARED BY: CONSENT BY: Susa then for Date Kathie Gonzalez Date Michael S. Ernandes, Executive Director Personnel Operations Manager Personnel Services Department RECORDS DESTROYED: APPROVED BY: Number of Boxes '-`Joseph Fletcher Date City Attorney 19C-10 ~ ~ ~ ~ ~ ~ ~ ~ s a ~ a• ~ ~ o- o- ~ s ~ o°JC ~ ~ ~ ~ L ~ L L L L L L L Q~ ~ ~ ~ y., C C C C .F, C C C ~ y., y JO C C ~ C O O O C C C O C C O O O p C C J J J J J J J O .o ~ ~ v~ o 0 0 o o 0 o N E E Z v Q- ao fl- Z Z Z fl- o- Q- Z ~ o- Z Z Z o fl- ~ N Q Q ~ Q N N N Q Q Q N O_ Q N N N d Q Q u Q ~ Q O Q V u V Q Q Q v Q Q u u v Q Q ~ O C C •y, C C O O O C ti cn v) C O O O N O O cn C cn ~ C v O p C 'd C O O O O O C Z C O -p -p O -p C C C "p C C~ O -p -p O ~ C C O Q1 O a+ C O_ O_ 41 N v N O_ _O _O 41 O_ _O 0J N 4J ~ O_ O ~ f0 f0 (O f0 N f0 a~+ ~p fp a~+ ~ C C ~ C C a-i N C N ~ ~ ~ ~ a-+ ~ Y N c0 ~ f6 N l0 ~ hA C1A •U CA C7A ~ .V (O ~ L L L ~ L f0 (D fL6 L ~ (0 L ~ L L C L (p [0 C ~ O. fl_ N N L N N Q ~ L Q N Q Q Q N Q Q Q Q Q~ Q Q N L1 Q N > Q Q 'N Q~ x ~ Q~ Q) Q~ Q~ X v ~ x ~ Q) Q~ Q~ Q~ Q~ X X x ~ ~ x X Q~ Q) ~ ~ ~ ~ x x ~ ~n w ~ ~ v~ aC ~ w ~ cn w ~ ~n cn cn ~ v~ W w W N CS w W v~ a ~ ~ ~ Z w W ~ C ~ d' d' ~ V ~ ~ V ~ ~ ~t ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ fit' ~ ~ ~t O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ 1 ~ ~ ~ ~ ~ ~ ~ 1 ~ ~ ~ ~ ~ ~ ~ ~ ~ M O ~ Q1 00 N 00 O Ol ~ 00 i~ 00 O1 ~ ~--I O1 O M 00 O N ~ N M rl Ct CD N 00 00 00 Lry ~ O c1 i-i N O N O ci O r1 e-1 ri c-i N N '-I e1 N O r-1 M ~ r-I c-I O O N O N N r-I ~-i Q ~ N Ol O'i O~ O 0~0 O\1 O O\1 Q\i O\i O Q\i O O 00 W 0\0 0~0 Q\i O O O 0~1 O\i O\i O\i W 0\0 O ~ O O O O- ~ O O O O O ~-I 0 0 0~ 0~ c-i O O O O O c-i r-I c-I 0 0 0 0 0 0~ 0~ i-1 c-1 cn ~ N LL a a a a LL~~~ a a~ a a a a a~. a a a a a a a~. a a a a~ a a W a a a~ o v V C on ~ _ ~ ~ C L O O O J C LO Y _ ~ C ~ ~ _O V ~ L O N O L ~ O C ~ i-i -O L U i ~ O ~ ~ N U C>+ L N N v N C f0 (0 41 4J v ~ E d N f0 N 3 ~ L L C C `L° ~ ~ C ~ J J - C ~ C N C i-1 O Q v N - -O - _H W '0 41 v+-'i L 41 L L O O O L 41 C U N L d - L ~ E 41 C 'O 41 N C O C1A ~ ~ - 41 ~ ~ > > C O (O ~ C f0 (0 -O C L "O 'LS o o n- v C O C tin Q u ~ v a 'v °O ~ L L L ~ (a o f0 ~v ro v ~ U W C C ro ro E v ao on v L QJ N~ QJ v L ra w~ ~ ro .L ~ C ~ J J Y ~ O U J O O pp v L J J i N ~ ~ 0 ~ ~ ~ ~ w r_a ~ E ~ _N en N Q ~ E E Q a aL ~ ~ ~ a on v ~ L v N L ~ f0 ~ (C fD C C C L (p L fa fp L L L ~ f0 ~ L ~ lp f0 N D ~ O v v V ~ •qC_A v O C h0 O hA N O ~ O L L O O O~ ~ L O O N L L u _ v o o E O E 'c v ao ~ en ~ N un tin , L Q O N O C Q O L ~ L -O L 'O O O O C - v a v~ a Q a~ w v> U~ a~ a a U Q cn vQi cn a s cn cn cn a a a c`n vii u aL a s O U v v ~ v L F- Q1 t.ry d' ~ 01 ~--I Ql M N 00 Ol 00 M O V1 ~ I~ d N L!1 Q1 rl O O ~ Q~ rl r-1 N O l0 u1 ~ I~ lD I~ N N N M O ~ V1 lD lD rl vl M ~ n ~ N ~ n [t N c1' ~ _ Q ~ lD Ql M O i-i N M 00 ~ I~ ~ W Ol M Ol Ol d' N ci' lD to M Ol ~ ~ Ql ~ N ~--I r-1 Ql Ol N N O ~ O O O O lD c-1 0 0 0 0 0 0 Ol 0 0 0 0 0 0 0 0 0 0 0 0 lD O O O O O r~-I O O w Z ~-i rl r-I O r-I ~-1 rl ei O c-i r-I O r-1 r-1 c-1 f--I O c-1 e-1 e-i r-I M ~-1 r-I ~-i r-I O ~ N O ~ O M N lD ~ N ~ L O ~ V ~ O O V O ~ ~ m c m ~ Q ~ _ ro c ~ -o •c .v ~ C c O L _N L ~ (d N ~ ~ C Q1 - ~ v ~ ~ T 'L ~ ~ N z V L v N C ~ (d L ~ ~ 4J C N C ~ ~ y>j ~ L V ~ ~ V ~ C ~ 'O _O O E ~ ~ ra Q .L ro J ~ N ~ L ~ W C7 O m U' O v N ~ C CO Y O V o w s m ~ O O U N ~ L O O p t 4J ~ f0 ~ N C ~ ~ (6 ~ L U C f0` Q N N N N L V > W N d ~ L - ~ d Q (0 ~ Y 4J ~ N ~ O 4J ~ 4J 4J N f~D (~O LJ ~ - J vi ~ - N O (O CO ~ ~ f6 "a N ~ ~ ~ 7 O ~ C C ~ ~ ~ ~ N L f0 N N N ~ ~ N ~ ..Q N ~ ~ ~ ~ C O ~ ~ > v 7 7 ro ro L O O O • N ~ fl- ~ CA ra ro O O O 7 ~ ~ r9 O ~ a1 lJ ~ Q C~ Q I"- Z Q Q CO CO CO U U U U U U O W W W W W U Vr C,7 V' C„) ~ (7 2 = S ~ J J Jp G 19C-11 ~ -o -o v v -a -p ~ ~ C a' Q' O" 6 O" ~ ~ ~ C ~ ~ ~ ~ L L L L L L. 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L _U u ~ ~ ~ ~ ~ ~ ~ ~ ~ V ~ C cn ~ (p f0 bA dD t- CA ~ L L ~ Clp ~ ~ ~p i- qA C1A ~ ~p G.0 OA ~p rp Q q0 ~ a a 'a 'a o .Q 'a 'a. ~ a a ~ L 'Q a a a a L v v v a~ v v x v 3 x L x x x v~ v a~ ~ v v~ x v v v v v v a v v~ v ~ ~ N N ~ ~ W ~ C~ W d W W W ~ - ~ N- N N N W OC ~ N N ~ CC N N N- ~ O 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 l0 O 41 ~ e-i lfl N n M N 00 O 00 O I~ ~ N N N r-1 r-1 d' M Q1 N CO r-1 1~ Q1 Q1 N O N fL6 rl N O N r-1 O N r-I O O i-1 ri r-I ~-i O r-1 r-1 c-i N M M rl e--I N r-I '-I O r-I N N r-I M N ~ v Q~ 00 00 Q1 00 O\l O Q\i Q\l 0~0 O Q~ O 00 Q\1 Q\i O\1 O\1 0~0 0~0 O O\1 W Q\l O Ql O O\i O O O O\i ~ O- ~ 0 0 0 0 0 0 0 0 0 c-I O `-I 0 0 0 0 0 0 0 i-i 0 0 0 ~-i O H O e-i .--I 0 0 to ~ F- F- fU- IU- H H I- ~ H H I- H I- 1- F- H F- F- f- I- H F- f- f- 1- f- f- I- I- 1- H F- F- F- f- H ~ a a a a a o. a a a W a W a a a a~ W a W a W W a W W a a a a a a W W W w _ > N ~ L T C O L ~ d U ~ J ~ L C E ~ 'O ~ L 'D U O 4J U O L N in C _ _ _ 4J C U ~ 41 - (O Vl VI N Q c "6 L C E D E L O J 'O N 'p ~ O a'' N •p N •c CO v v Q v 'D cLa ~ ~ U ~ Q ~ Q~ v ~ ~ Q L U C v > 41 -O ~ 41 0 'O cv c ~ ~ L C U - ro .u p ~ ,y U ~ O p U Q ~ Q L V ~ ~ ~ u L N ~ ~ U - ~ Y ~ ~ Ql - L 'O f0 C J U L > L N tlA O +..I O ~ i O U O C1p F-. 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N Q vi vi N L O1 X aJ ~ N N Q1 X 4J X N N N v CC W C U In t/i In W K W ~ OC ~ (n 0 0 0 0 0 0 0 0 0 0 0 0 0 O \ ~ ~ \ \ \ ~ 'a=+ 00 tf1 ~ ~ Lf1 r-I O I~ O al 00 n N (L6 ~-I ~ N O N M ~--I N ci N O N O ~ 41 O O 00 0\0 W 0~0 O\1 W O\1 O\1 O\1 0~0 00 Q- ~ 0 0 0 0 0 0 0 0 0 0 0 ~ ~ U V ~ a a a a~ a a~ a~ a~~~~ 0 Q ~ L U C O C ,in Vf L ~ N L ~ ~ ~ J ~ fD C aQ.~ Y Q V ~ C .V 7 N LO 41 C Q 'O N L V ~ ~ U ti W N Q 4J C ~ U ~ U~ V ~ ~ f0 ~ 41 ~ C ~p (6 O J C r/- ram., L c~ v C ~v V v O r L a ~ C a) C~ c ~ as v ~ ° p ~ °1 ~ v v O tlA Q- C U u L d ~ L .a ~ ~ ~ ~ ~ N u 4. aA ~ Q C 6 W aJ Q ~ •N ~ d 4- L C 'L L W w ~ (a L ~ = L p vi O 'v~ ro O_ ra •u a U aJ 'C ~ O_ N ~ ~ ~ L C N Q) a) J L ~ L ~ C O ~ ro v ~ ~ V to = J C/i 0 W V1 W V ~ d OC In O u v v ~ al L v o N ~ m r~ o0 00 o ~ ~n ~ t~ ~ o ~ m ~ m M Q. ~ ~ N N n ~ N Ql lD 01 ~ N 01 I~ p M M M M~ N M I~ M 00 O lD tf1 in ~ p O O O O Q1 ~ O O~ O M O O~ ~ 0 w Z '-i ~ ~ O o0 .--i W e-1 O ~ O ~ O o ~ N NO M C L O lD ~ ..C N ~1 L O N v u -O -Q O ~ L o ~ O ~ ° ~ ~ ~ ~ ra V C C O ra ~ J 'O '6 C aJ 4J t6 O C "_O C a L ~ z C ~ V C« LL C L CD ra C ro Y aJ a) ~ O D v ~ "O ra aJ r0 ti aA V O to CO ~ C C C _ aA ra N ~ ra fa - - v 19C-13 < ~ CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE PERSONNEL SERVICES DEPARTMENT 2006 PERSONNEL SERVICES DEPARTMENT RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES RECRUITMENTS Background Materials used in the preparation/ Oct. 2006 and prior Materials implementation of recruitments.** Bilingual Forms certifying bilingual capabilities#e~ Oct. 2006 and prior Certification for Forms applicants for recruitments which require bilingual capabiliity.* Ethnicity Stubs From employment applications submitted at Oct. 2006 and prior recruitment time, are kept for outreach purposes.* Examination Examination answer sheets completed by Oct. 2006 and prior Answer Sheets applicants during testing process and other testing materials.* Official Eligible Eligible lists signed by City Manager. Lists of Oct. 2006 and prior Lists individuals placed on an eligible list card for hiring purposes (copies only -original signed eligible lists are with recruitment file folder (according to classification title)).** See attached spreadsheet, dated October 26, 2009, with recruitment files to be purged/digitally imaged. * Will be purged Will be digitally imaged PREPARED BY: CONSENT BY: t Susan Wathen for Date Kathie Gonzalez Da~- Michael S. Ernandes Executive Director Personnel Operations Manager Personnel Services Department RECORDS DESTROYED: APPROVED BY: Number of Boxes .loseph Fletcher ~ Date City Attorney i U 19C-14 ~ o o ~ w ~ 0 m o ~ 0 3 _ ~ cfl o ~ co m ~ co cfl co cfl co cfl m co O co co co co cfl ~ ~ ~ co co co cfl c`"v cfl co co m co Q,- o 0 0 0 0 0 0 0 0 0 o z o 0 0 0 0~ 0 0 0 0 o a o 0 0 0 0 W cB O 'O •a ~ M C ~ t0 1~ T O O ~ 07 ~ ~ T Cp r '6 r T 00 00 aJ T N CO ~ ~ N N O N p O N N N N N N Q N N T T M j~ O N N T T C T T U ~ > > ~ ~ U ~ ~ ~ ~ ~ ~ ~ ~ i ~ ~ ~ ~ ~ C ~ ~ ~ ~ ~ N ~ N W O O O O O X 0 0 0 00 O O 00 O Q O 00 O 00 O ~ ' O M 0 0 0 0 0 0 M M M p~ 0~~ 0 Q T T O O O O O z O T O T Q Q Z O O r r Z 0 r- O O O ~ J Q Q Z z z Q Q Z Z Z z CD Cfl CO CO O O O O O (O CO CO CO CO (O c9 CO Cfl CO (O CO CO CO CD (D CO CD CO CO (D CO (O ~ 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 N N ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ O ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ u7 t0 T~~ T M M M O O O (O O N N~ O O N~ N O M O N O O N (O CO o0 D O T N N T O T M N N N T T O N O M T N O T O O N O N T O N N N ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ M ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ U W O O O O M~ M M O M M M M O O~~ ti O~ M~ W ti N~ O~ M~ ti O O O O O O O O O O O O O O O O r O M O r- 0 0 0 0 0 0 0 0 0 0 0 0 ~ CO CO CO CD CO CO CO CO (O (D CO CO C~ Cfl CO CO CO CO cD CO CO CO ~ CO CO CO CO CO CO CO CO CO CO 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 O N ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ cQ N~~~ M V• T O CO r- N T T CO e- N 00 ~ t- N M N O N lf) I~ M A N T N~ O ~ N N N O T O M N M N M M N M N T T M T T T N O N T N N r T M O ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ p, f~ o0 0o rn M M O ti r~~ ti N O cD I~ O O~ N rn~~~ M O O O r~~ O O O O O O O O O O O O O O O O O O O T O 0 0 0 0 0 0 0 0 0 0 0 0 Q7 C .N J N ~ ~ N 'D C o cv .c L Q O U ~ ~ (6 ~ _ c U c6 m ~ ~ ~ 7 L U d O ~ m ~ (II i - (Q ~ - - (6 O D7 N N m _ C N .C m U ~ •C N C N to cn cQ L O C ~ N O O - ~ ~ +r (6 (6 p~ ~ ~ Q (6 ~ (II f6 f~Q N (Q m ~ p• U U C L ~ (n 7^ 0 7 3 (n (n O L ~ c a~ a~ = Lm a~ ~ o ~ ~ ~ U cA ~ c~a ~ ~ ~ U _c ~ ~ vii (n m ~ c~a o o °c' ~ - ? ~ C~ C7 ~ ~ o a - oL ~ - m m ~ m m a~ m m- m c ~ E~~~ m o c N L L C C C G +J ~ w C m •O ~ "Q O N C L O N O O L N 0 0 0~ (6 fV tU (0 ,N O Q i ~ f6 III m~ (6 0 0 N rn a~ a~ a> Q U ~ c c c c c6 0 N o g U U U c~ c vi vi U p ~ o c c c a~ m a~ a~ m a~ ~ vi Q Q Q W U O ~ C-~~~ c6 ~ QJ N O d C C C C~ p O N p W L L L N L L U O O~ - rn r W W J~ (6 (A 0 0 (Q m fB f6 U O v~ U o U U c.> Y L c~ U ~C L 0 M ca ~ Op ~ •U U ~ ~ ~ ~ ~ ~ N ~ ~ w w w U O (II c~II O w ~ ~ ~ N N ~ w c~~~~' E c~ m~~ a~~ a U O O O E E U O O a C~ m fn ~ w U O O O Q~ L L L L C Z' C ~ ~ N Q~ U U) N L L L L L ~ O ~ O •N ~ N ~ ~ c c a~ a~ a~ a~ 'in cv Y ° ~ U U U U ~ m a~ .o •0 0 0 o Y N ~ U N~ V1 (n L fn O O N C C C C O L L L C~ C C C C C C O ~ U U fn to N to 0 7 U U L 0 0 0 N 0~ fQ (II N 0 0 0 0 'C 7 N fV N O N N~ O ~ O U QQQQQUUwwi.ic7c7C~C~=~a.aadaaa~d~~cncncncn~N 0 0 U O cv O "O N C ~ N O a C L U N~ -Q ~ ti~~~ ti O~ ti O~~~~ M~ O~ O~ O O O ti~ ti (D I~ O O~~ O ~ 0] O O O O O O~ O O~ O O O O O O N O 0 0 0 0 0 0 0 0 0 ~ 0 0~ Q H m Z ti N~ 07 CD T O T O~~~ M O O r N T M M 0 0 00 In 0 0 CO t- T N M O M M M N N T N N N N N I~ ~ T N T~ 07 00 e- T t- r 0p M T T r 19C-15 19C-16 Pu , !M ; MEMORANDUM a~ Joseph W. Fletcher To: City Attorney Date: October 29, 2009 George Alvarez From: Acting Director, PWA Subject: DESTRUCTION OF PWA PROJECT FILES FOR YEAR 2006 The records listed on the attached pages are obsolete according to the City of Santa Ana Retention Schedule adopted July 2006 by the City Council. Please review this report and return a signed and dated copy of the attached pages approving the destruction of these records. Attachment cc: Teri Cable, Administrative and Enterprise Services Manager 19C-17 2006 Destruction of PWA Project Files ~ George Alvarez Date Acting Director Public Works Agency DESTRUCTION OF THESE RECORDS APPROVED BY: Cz~-r~ l u- ~ ~ ~ czc /3~~ Joseph W. Fletch Date City Attorney ~ DESTRUCTION OF THESE RECORDS VERIFIED BY: Teri Cable Date Administrative and Enterprise Services Manager Upon approval 8 "Banker Boxes" will be destroyed. 19C-18 -a c 0 o 0 N C d _N C U Q `A ~ O ~ ~ y ~ o`. d V ~ W~ Q a ~ ~ ~ ~ ~ N N ~ LL a "a m N ~ ¢ ~ a ~y v ~ v V O ~ x Q N ~w 3 ti 0 c r ~ Q d N ~ N ~ d O~0 to W a o 4~3 ~ ' ~ v~v~ T~ ~ ~l +J^ ~ N D o a M ~ ~ v ~N LL w a V i,~, o on a ~ = v m Q d c ~ 'ae c .Z O ~ ~ ~ ~ O CJ 5 ~ ~ w G ~v C 0~ O ~ u 19C-19 O N U C O ~ Q O c~ O _ _n ~ c0 9 N ~ U 0 .r ~ N N W y Ol O O O C Q. ~ U ~ ~ E L ~ o r ~U O 7 N '1~i • } ` (n fn ~ ~l ~ ~ J LL a N N N ~ f9 fl. z E O~ ~ p w o cTa = i= c i= O O W O ~i q LL lL LL LL LL O 0 O • IV nV O O O 0 p O O rO` N N N N N N N N N V r~ ~ ~ z ~ z ~ o O V ~ ~ ~ ~ ~ z O a ~ O O ~ o = ~ ~ ~0.~, O w w~ w m v v, ~ f~~, N U m Z U ~ f O Z c~ '~1 O Lv ~ Fw- w ui F- W ~ it U LL ~ ~ ~ ~ A ~ W _VVUv Z O 1 O W W W ~ Z ~ ~ J 2' ~ W W ~ ~ ~ i, a s o ~ z w w as z a n¢. ~w a w o ~ ~ mc~ n. ~ w wQ w~ w w~ w •+v w v ~ ~W wa ~ ~W `1.i p~ m ~ v~i c~n~ v~i tn~ z •V z ~ ~ Z ~ ~ _ ° ~O z N ~ Z ~ ~ ~ o o ~ ~ z w ~ ~ ~ ~ ~ z ~ z o N ~ ~ r ~ Y > ~ ~ > ~ a a w O v ~ v ~ > ~ m cwn ~ v ~ u. o cn ~ _ o ~ ~ h h ~ ~ ~ 19C-20 a ~ E ~ w w H N C C C p ~ y ° > N C ~ ~ O C ~ CT) N U y~ V C1 ~ U c~ ~ E E o~Z•°i°= Ecc Vj y ~ ~ a ~yma~'~n dT `Iv ~ E~ w cca m v~Q o.a~i'~ o w= d da v N o'u u ~ p ~i ~ O a ~ N N~ N J m c N 0 li 'C W a N~ ac° ~ cF-?-Q o c cd ~ W E ~ c~n u°w m ~ c Q ~ V w Z ~_>~w~ y~co ~j ~ d c ~ o~ oa 2 ~ d~m~-~° o o O W ~ Q~° ~ a ~ d ~ ina~u.w~a c~a a .N "v O ~ C ~ ~ N N N N O U ~ ~ w z v ~ ~ z = ~ w a a o Z ~ m 4 ¢ m F- Z X Z J 1~~ ~ Z ~ Q Q Z ~ Q si ~C W = ~ ~ Q Q LL ~l O ~'V N ~ ~ ~ 0 ~ w w ~ ~ a0 ao r~ ~ w H 0~ V ~ ~ ~ Z Z W ~ V ~ ~ O ~ WC9 w~ W a d w w v? v t~n `j~1 ti ~ ~ ~ ~ V ~ C.) Z ~ W W W W Um UU ~ ~ ~ ~ 'Al ~ ~ N (n h~h~ r'~J '~1' ~ ~ w ~ J J ~ N ~ ~ > U Q W Q Q LL li. Q ~ a ~ ~ Z Z U = lL J N W Z a a o ~ 0 ~ Z ro u' o a 4 19C-21 ,1 C ~ a.+ rte.. N N T~.~- O N O ~ lE O ~ C ~ U C O n in °2a~ ~ ~ _Q LL ~ d ` ` c ` O ~ ~ ~N ~ U d 'ry OO C LL OO ~ Ol U ~ Q N ` l0 rll. C CC IL W '.i ¢ C W a7.~- N ~y N ~ UlL SNtL W '~1 W O qV ~rl N ~ w LL ~ V u. tL U LL - ~ oc ~ °o °o °c °o u~ r^ ~ o N ~ N N N N ~ ~ ~ V X17 ~ Z w w ~ Z ~ W ~ ~ ~ ~ o ~ ~ o ~ ~ ~ W N ~ Z ~ 4~ p o ~ ~ a m a ~ ~ ~ _ ~ ~ r ~ a4 z V ~ z w w z V ~ ~ ~ ~ c~ w U Z y y ~ ~ ~ WC' w W LL ~ w 0~ •N W V a ~ O LL1 W ~ ~ a °o O ~ o o r' o n w N v ~ ~ ~ ~ - ~ ~ o ~ O ~ b ~ ~ ~ w ` ~ N F = ~ ~ m ~ o c~ ~ z ~ n cn a N 4 ~v b ° n ° ~ °c~° om'-~ 19C-22 0 ~ ~ O C h N N r ~ ~ ~ C V C O N V N O `~.i ~ c • ~ ~ p ~ y c c O ~ ~ y ~ ~ o m 2c ins w ~U ayi y ~ m lx' b c v c w t W cd Ud ~V w ~ V :V ~ "`I ~ v O 1 ~ o 0., ~ o w U r[ Q V ~ ~ Z ti a ~ W~ z a z z ~ C,~ ~ w ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~-0 • v ~ > a ?~7, ~ ~ can c~n u~i w ~ ~ _ ~ V ~ ~ > > ~ ~ ~ U w O O ~ ~ ~ ~ ~ E 19C-23 ~ 19C-24