HomeMy WebLinkAbout19C - DESTRUCTION OF RECORDSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JANUARY 4, 2011
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
(??-?CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
? As Recommended
? As Amended
? Ordinance on 1" 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 513 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: January 1, 2011
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
2011
RECORD RECORD RECORD EXPIRATION
CATEGORY SERIES DESCRIPTION DATES
Chronological Files Staff Memoranda and Correspondence Januaryl,
2009 and prior
Correspondence/ Januaryl,
Chronological Files
Councilmember
Self-explanatory 2009 and prior
Council Requests Mayor Inquiries processed for Mayor Januaryl,
2009 and prior
Wards 1 through 6 Inquiries processed for Councilmembers Januaryl.
2009 and prior
Correspondence General Correspondence Self-explanatory Januaryl.
2009 and prior
Staff Inquiries processed for Staff Januaryl.
2009 and prior
Monthly Status City Manager Self-explanatory Januaryl,
Reports 2009 and prior
Payroll Records Council/Staff Self-explanatory Januaryl,
2009 and prior
Januaryl,
Travel Folders Council/Staff Self-explanatory 2009 and prior
APPROVE
David N. Rea Date
City Manager
RECORDS DESTROYED:
Volume
in Cubic Feet
Weight
in Pounds
CONSENT:
J eph W. Fletcher Date
City Attorney
AUDITED BY:
Mark Lawrence Date
Assistant to the City Manager
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MEMORANDUM
To: Joe Straka, City Attorney's Office Date: December 10,2010
From: Fire Marshal
Subject:
REQUEST FOR DESTRUCTION OF RECORDS
The Santa Ana Fire Department 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.
Lori Smith
Fire Marshal v,
Attachment
::; :-: -o
LS:lor r" y, w
cc: Mark Eide, Administrative Captain
Chris Caswell, Administrative/PIO Captain
Jeff Talmage, Paramedic Coordinator
Z:\RecordsDestructionMemoBla nk.doc
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CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
FIRE DEPARTMENT
2010
RECORD
CATEGORY RECORD
SERIES RECORD
DESCRIPTION EXPIRATION
DATES
EMS Pre-Hospital Care
Reports Patient Medical
Information 1/1/03 -12/31/03
APPROVE:
David N. Ream
City Manager
RECORDS DESTROYED:
6 Banker Boxes
Date
Volume
In Cubic Feet
Weight
in Pounds
CONSENT:
os h W. Fletcher Date
City Attorney J
AUDITED BY:
%oZ J(s) %?
Lori Smith Date
Fire Marshal
Z: \RecordsDestructionMemoBlank.doc
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