The URL can be used to link to this page

Home My WebLink About19C - DESTRUCTION OF RECORDSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: JULY 18, 2011 TITLE: DESTRUCTION OF OBSOLETE CITY RECORDS CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ? As Recommended ? As Amended ? Ordinance on 1 s` 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. 19C-1 19C-2 MEMORANDUM To: Laura Sheedy, Assistant City Attorney City Attorney's Office From: Mark Lawrence, Executive Assistant to the City Manager Date: July 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. 19C-3 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 July 1, 2009 and prior Correspondence/ July 1. 2009 and prior Chronological Files Councilmember Self-explanatory Council Requests Mayor Inquiries processed for Mayor July 1.. 2009 and prior Wards 1 through 6 Inquiries processed for Councilmembers July 1. 2009 and prior Correspondence General Correspondence Self-explanatory July 1. 2009 and prior Staff Inquiries processed for Staff July 1. 2009 and prior Monthly Status City Manager Self-explanatory July 1. 2009 Reports and prior Payroll Records Council/Staff Self-explanatory July 1, 2009 and prior July 1; 2009 Travel Folders Council/Staff Self-explanatory and prior APPROVE: Paul M. Walters Date City Manager RECORDS DESTROYED: Volume in Cubic Feet Weight in Pounds CONSENT: C C Joseph Straka ate Interim City Attorn AUDITED BY: Mark Lawrence Date Assistant to the City Manager 19C-4 MEMORANDUM To: Laura Sheedy, Assistant City Attorney Date: May 24, 2011 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. 4WNAMKI'??'L? Francisco Gutierrez Attachments C: Christine C. Duarte, Treasury Division 19C-5 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE FINANCE & MANAGEMENT SERVICES AGENCY - TREASURY DIVISION 2011 RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES BANKS Daily Bank Balance Reports of daily banking activity. June 2008 Report and Prior Deposit Slips Treasury's copy of all City deposit slips sent to bank June 2008 and Prior Returned Checks Copies of customer checks returned by bank, letters sent June 2008 and Prior to customers and other miscellaneous documents Statements Statements relating to investment bankin g g. June 2008 and Prior Transfer Activity Records Documents pertaining to the wiring of funds to/from bank June 2008 accounts and Prior June 2008 BUSINESS Monthly Register Miscellaneous Business License Account Summary and Prior LICENSE TAX Reports Information reports. Deletion Records Deleted and/or cancelled accounts. June 2008 and Prior Gross Receipts & Business License Tax statements filed by business June 2008 Variable Assessments operators. and Prior Statements Miscellaneous Receipts Receipts for miscellaneous payments. June 2008 and Prior Original Applications Original business license tax applications. June 2008 and Prior Payment Records Statements relating to calculation and payment of June 2008 business license tax. and Prior Renewal Registration Statements relating to business owner information June 2008 Records and Prior Payments / Daily Cash Business License Tax payments received and processed June 2008 Receipts via Treasury cashiers. and Prior CHECKS Voided / Canceled Checks voided/canceled; issued by the City; includes June 2006 Checks & Related Housing Authority, Workers Compensation, Payroll and and Prior Reports Vendor; includes checks voided as a result of printer Misalignment. 19C-6 RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES CHECKS (cont.) Paid Paid checks issued by the City includes Housing Authorit Workers Com ensafion Pa roll and Vendor June 2006 and Prior y, p , y checks. Transmission of all List of all City checks issued to allow bank to clear checks June 2008 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 June 2008 records. and Prior Reports Daily payment information; unpostables; renewals; li li l t t June 2008 P i noncomp ance; ; pena ties ag s and r or Payments / Daily Cash Dog License payments received and processed via June 2008 Receipts Treasury Cashiers. and Prior Cancellations Dog Licenses cancelled June 2008 and Prior HOTEL Filing Records Original Registration June 2008 VISITORS TAX and Prior Payment Records Monthly filings and remittances June 2008 and Prior WATER Applications for Service Original copies of applications for installation of new water June 2008 ACCOUNTS service originated by Public Works and Prior MUNICIPAL Billing Register Reports Computerized reports detailing accounts billed & June 2008 UTILITY respective charges and Prior ACCOUNTS Work Orders Investigations of water meter notices and meter June 2008 exchanges and Prior Customer files Miscellaneous information / correspondence regarding June 2008 customer accounts and Prior Deposit Reports List of Municipal Utility Service accounts that have a June 2008 deposit and Prior Payment Report Lists daily receipts processed via Treasury Cashiers to M i i ili June 2008 un c pal Ut ty Service accounts by account number and Prior Payments Daily receipts processed to Municipal Utility accounts by June 2008 Services account number and Prior Municipal Utility Services Municipal Utility service Refunds requests and backup June 2008 information and Prior Aging Report Lists balances of all Municipal Utility Service accounts June 2008 and Prior PARAMEDIC Billing Payments Paramedic Billing payments received by Treasury June 2008 and Prior PARKING Collections Itemization of citation payments collected by contract June 2008 CITATIONS service agency and Prior 19C-7 RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES Register Parking Citation Payments process by Treasury Staff June 2008 PARKING and Prior CITATIONS (cont.) Amounts Written-off List of parking citations written-off by DMV June 2008 Report and Prior Citations Referred to Itemization of citations referred to DMV for collection June 2008 DMV and Prior DMV Collections DMV parking citation Collections June 2008 and Prior REFUND REQUESTS Business Tax Office- Utility Users Tax; & Misc. Refund requests to Treasury Division; includes supporting documentation June 2008 and Prior Refunds TREASURY Daily Treasurer's Report of daily revenues received with detail payment June 2008 Reports information and related working papers and Prior Treasury Investment All documents pertaining to Investment Activity June 2008 Activity Records and Prior UTILITY USERS Exemption Applications Homeowners low income exemptions applications June 2008 TAX (UUT) and Prior Filing Records Original registrations June 2008 and Prior Maximum Tax Filings Annual registration and maximum tax payment records June 2008 and Prior Payment Records Monthly filings and remittances June 2008 and Prior PREPARED BY: Minerva H. Mancha Date Treasury Services Supervisor CONSENT BY: A Francisco Gutierrez Date Executive Director Finance & Management Services RECORDS DESTROYED: 45 Number of Boxes APPROVED BY: Joseph Straka Date Interim City Attorney 19C-8