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Home My WebLink About19C - RECORDS DESTRUCTION REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY: FEBRUARY 1, 2010 TITLE: APPROVED ? As Recommended DESTRUCTION OF ? As Amended OBSOLETE CITY RECORDS ? Ordinance on 1S` Reading ? Ordinance on 2"d Reading ? Implementing Resolution ? Set Public Hearing For / CONTINUED TO ~ /r~,C~. -c FILE NUMBER CI Y MANAGER RECOMMENDED ACTION 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 E t - - r a! 1 MEMORANDUM To: Laura Sheedy, Assistant City Attorney City Attorney's Office From: Mark Lawrence, Executive Assistant to the City Manager Date: January 20, 2010 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 2010 RECORD RECORD RECORD EXPIRATION CATEGORY SERIES DESCRIPTION DATES Chronological Files Staff Memoranda and Correspondence February 1. 2008 and prior Correspondence/ February 1, Chronological Files 2008 and prior Councilmember Self-explanatory Council Requests Mayor Inquiries processed for Mayor February 1, 2008 and prior Wards 1 through 6 Inquiries processed for Councilmembers February 1, 2008 and prior Correspondence General Correspondence Self-explanatory February 1, 2008 and prior Staff Inquiries processed for Staff February 1, 2008 and prior Monthly Status City Manager Self-explanatory February 1, Reports 2008 and prior Payroll Records Council/Staff Self-explanatory February 1, 2008 and prior February 1, Travel Folders Council/Staff Self-explanatory 2008 and prior APPRO CONSENT: David N. Reari`i Date Joseph W. Fletgt`ier 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 To: Laura Sheedy, Assistant City Attorney City Attorney's Office From: Sharon Hennegen Date: January 11, 2010 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-5 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE FINANCE AND MANAGEMENT SERVICES (July 2009) RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES Dec 2006 ACCOUNTS Cash Requirement Lists paid invoices by vendor. and prior PAYABLE (AP 50) Dec 2007 Direct Payment Voucher Generates payment to City vendor/creditor used in lieu of and prior P.O. when item & vendor known. Reimbursements for authorized expenses under $75.00 Dec Petty Cash Receipts 2007 and prior Dec 2007 Purchase Requisition Agency requests to FMSA to locate best vendor for and prior identified goods/items ec Travel Request and Self-explanatory 2007 Expense Report and prior Material Release Forms Order for item directly from City approved vendor list and prior Purchase Orders Authorize purchase of goods or services and prior PREPARED BY: CONSENT BY: Shar n Hennegen Date Date Administrative Services Man r Purchasing Division RECORDS DESTROYED: APPROVED BY: ; l Number of Boxes ,lbseph Fletcher , Dais City Attorney j 19C-6 MEMORANDUM - ~ - ~t f r <<~ C., ~ 'I'o; Laura Sheedy, Assistant City Attorney Date: January 4, 2010 City Attorney's Office From: Executive Director of Finance & Management Services Subject: REQUEST FOR DESTRUCTION OF RECORDS The Finance & Management Services Agency requests your consent to destroy city records relating to the Treasury Division on the attached listing, in accordance with the retention schedule outlined in City Council Resolution 2006-045. Thank you. Francisco Gutierrez Attachments C: Christine C. Duarte, Treasury Division 19C-7 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE FINANCE 8~ MANAGEMENT SERVICES AGENCY -TREASURY DIVISION 2009 RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES BANKS Daily Bank Balance Reports of daily banking activity. June 2006 Report and Prior Deposit Slips Treasury's copy of all City deposit slips sent to bank June 2006 and Prior Returned Checks Co ies of customer checks returned b bank, letters sent June 2006 p~ Y and Prior to customers and other miscellaneous documents Statements Statements relatin to investment bankin June 2006 9 9~ and Prior Transfer Activity Records Documents ertainin to the wirin of funds to/from bank p 9 9 June 2006 accounts and Prior June 2006 BUSINESS Monthly Register Miscellaneous Business License Account Summary and Prior LICENSE TAX Reports Information reports. Deletion Records Deleted and/or cancelled accounts. June 2006 and Prior Gross Receipts & Business License Tax statements filed by business June 2006 Variable Assessments operators. and Prior Statements Miscellaneous Receipts Receipts for miscellaneous payments. June 2006 and Prior Original Applications Original business license tax applications. June 2006 and Prior Payment Records Statements relating to calculation and payment of June 2006 business license tax. and Prior Renewal Registration Statements relating to business owner information June 2006 Records and Prior Payments /Daily Cash Business License Tax payments received and processed June 2006 Receipts via Treasury cashiers. and Prior CHECKS Voided /Canceled Checks voided/canceled; issued by the City; includes June 2004 Checks & Related Housing Authority, Workers Compensation, Payroll and and Prior Reports Vendor; includes checks voided as a result of printer misali nment. 19C-8 RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES CHECKS (cont.) Paid Paid checks issued by the City. includes Housing June 2004 Authority, Workers Compensa#ion, Payroll and Vendor and Prior checks. Transmission of all List of all City checks issued to allow bank to clear checks June 2006 checks issued by City to through account for Positive Pay purposes. and Prior Bank. DOG LICENSES Original Applications Application for Dog License; Including Rabies Vaccination and P o06 records. Reports Daily payment information; unpostables; renewals; June 2006 noncompliance; tag list; penalties and Prior Payments /Daily Cash Dog License payments received and processed via June 2006 Receipts Treasury Cashiers. and Prior Cancellations Dog Licenses cancelled June 2006 and Prior HOTEL Filing Records Original Registration June 2006 VISITORS TAX and Prior Payment Records Monthly filings and remittances June 2006 and Prior WATER Applications for Service Original copies of applications for installation of new water June 2006 ACCOUNTS service originated by Public Works and Prior MUNICIPAL Billing Register Reports Computerized reports detailing accounts billed & June 2006 UTILITY respective charges and Prior ACCOUNTS Work Orders Investigations of water meter notices and meter June 2006 exchanges and Prior Customer files Miscellaneous information /correspondence regarding June 2006 customer accounts and Prior Deposit Reports List of Municipal Utility Service accounts that have a June 2006 deposit and Prior Payment Report Lists daily receipts processed via Treasury Cashiers to June 2006 Municipal Utility Service accounts by account number and Prior Payments Daily receipts processed to Municipal Utility accounts by June 2006 Services account number and Prior Municipal Utility Services Municipal Utility service Refunds requests and backup June 2006 information and Prior Aging Report Lists balances of all Municipal Utility Service accounts June 2006 and Prior PARAMEDIC Billing Payments Paramedic Billing payments received by Treasury June 2006 and Prior PARKING Collections Itemization of citation payments collected by contract June 2006 CITATIONS service a enc and Prior 19C-9 RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES Register Parking Citation Payments process by Treasury Staff and Prio06 PARKING CITATIONS (cont.) Amounts Written-off List of parking citations written-off by DMV and p2io06 Re ort DMV ns Referred to Itemization of citations referred to DMV for collection and P o06 DMV Collections DMV parking citation Collections and p2io06 REFUND Business Tax Office . Refund requests to Treasury Division; includes supporting June 2006 REQUESTS Utility Users Tax; & Wisc. documentation and Prior Refunds TREASURY Daily Treasurer's Report of daily revenues received with detail payment June 2006 Reports information and related working papers and Prior Treasury Investment All documents pertaining to Investment Activity June 2006 Activity fzecords and Prior UTILITY USERS Exemption Applications Homeowners low income exemptions applications June 2006 TAX (UUT) and Prior Filing Records Original registrations June 2006 and Prior Maximum Tax Filings Annual registration and maximum tax payment records June 2006 and Prior Payment Records Monthly filings and remittances June 2006 and Prior PREPARED BY: CONSENT BY: ~r - ply ~~o Minerva H. Mancha Date Francisco Gutierrez Date Treasury Services Supervisor Executive Director Finance & Management Services RECORDS DESTROYED: APPROVED BY: Number of Boxes Joseph Fletcher Dad City Attorney 19C-10