HomeMy WebLinkAbout19C - RECORDS DESTRUCTION REQUEST FOR
COUNCIL ACTION
-
CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY:
APRIL 5, 2010
TITLE: APPROVED
? As Recommended
DESTRUCTION OF ? As Amended
OBSOLETE CITY RECORDS p ordinance on 2rd Reading
? Implementing Resolution
? Set Public Hearing For
CONTINUED TO
FILE NUMBER
~~.,.i,
CITY 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.
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MEMORANDUM
To: Laura Sheedy, Assistant City Attorney
City Attorney's Office
From: Mark Lawrence, Executive Assistant to the City Manager
Date: Apri14, 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.
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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 April 1, 2008
and prior
Correspondence/ April 1, 2008
Chronological Files Councilmember and prior
Self-explanatory
Council Requests Mayor Inquiries processed for Mayor Apri! 1, 2008
and prior
Wards 1 through 6 Inquiries processed for Councilmembers April 1, 2008
and prior
Correspondence General Correspondence Self-explanatory April 1, 2008
and prior
Staff Inquiries processed for Staff April 1.2008
and prior
Monthly Status City Manager Self-explanatory April 1.2008
Reports
and prior
Payroll Records Council/Staff Self-explanatory April 1, 2008
and prior
April 1, 2008
Travel Folders Council/Staff Self-explanatory and prior
APPROVE: CONSENT:
r"
David N. Ream ~
Date oseph W. Fletch~r- Date
City Manager City Attorney
RECORDS DESTROYED: AUDITED BY:
Volume Weight Mark Lawrence Date
in Cubic Feet in Pounds Assistant to the City Manager
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CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
CLERK OF THE COUNCIL
2010
RECORD RECORD RECORD RETENTION
CATEGORY SERIES DESCRIPTION PERIOD
ABATEMENTS Abatements of various undesirable Files on Dangerous Buildings, 2007 and Prior
conditions Garbage, Trash, & Weed
Abatement, Public Nuisance and
other related Council actions
including correspondence and
Re uests for Council action RFCA
BOARDS & B&C Applications Applications for B&C positions 2007 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 2007 and Prior
PUBLIC RECORDS Public Records Request Requests from the public for 2007 and Prior
REQUEST documents retained by the City
CLERK LOGS Claims Against the City Council reports on liability claims 2006 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
COUNCIL MEETING A endas under various SAMC sections
g City Council Meeting Agendas 2007 and Prior
Agenda Packets-By Council Meeting Council Meeting Agenda packet 2004 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 2008 and Prior
FINANCE (Financial Projects Winning bids (originals) for Council- 2005 and Prior
Documents) approved contracts for construction,
improvement, maintenance,
rehabilitation of public facilities
including change orders; contains
RFCA's and insurance certificates
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RECORD RECORD RECORD RETENTION
CATEGORY SERIES DESCRIPTION PERIOD
PAYROLL Leave of Absence Forms to authorize absence from 2007 and Prior
work
Exception Sheets Forms to charge labor expenditures
to applicable Fund and Activity other 2006 and Prior
than home account
PREPARED BY: CONSENT BY:
' -mac .~~F>
Rita L allardo; Date Maria D. Huizar Date
Asst. Clerk of the Council Clerk of the Council
RECORDS DESTROYED: AP,Pf~OVE~:~:
i~ ~ ~ ~ _
L 3~f~
Number of Boxes Jos h Fletcher ~ Date
C' Attorney ~
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