HomeMy WebLinkAbout19E - DESTRUCTION ON OBSOLETE CITY RECORDSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
MAY 6, 2013
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
I ANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
? As Recommended
? As Amended
? Ordinance on 1s` 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 No. 2013-014.
DISCUSSION
On April 1, 2013, 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 period in which records need to be retained. 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.
Attachments (2):
Memorandum for Request for Destruction of Records - City Manager's Office
Memorandum for Request for Destruction of Records - Santa Ana Police Department
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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: May 1, 2013
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
2013
RECORD RECORD RECORD EXPIRATION
CATEGORY SERIES DESCRIPTION DATES
Chronological Files Staff Memoranda and Correspondence April 1. 2011
and prior
Correspondence/ April 1 2011
Chronological Files
Councilmember
Self-explanatory and prior
Council Requests Mayor Inquiries processed for Mayor April 1 2011
and prior
Wards 1 through 6 Inquiries processed for Councilmembers April 1. 2011
and prior
Correspondence General Correspondence Self-explanatory April 1 2011
and prior
Staff Inquiries processed for Staff April 1. 2011
and prior
Monthly Status City Manager Self-explanatory April 1 2011
Reports and prior
Payroll Records Council/Staff Self-explanatory April 1. 2011
and prior
April 1. 2011
Travel Folders Council/Staff Self-explanatory and prior
APPROVE"
Kevin O' urke r
Interim City pager
Date
RECORDS DESTROYED:
Volume
in Cubic Feet
Weight
in Pounds
CONSENT:
Sonia R. Carvalho Date
City Attorney
AUDITED
Lawrence Date
Assistant to the City Manager
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Memo
To: Laura Rossini, Assistant City Attorney
From: Bill Nimmo, Commander
Date: 1/11/13
Re: Request for Destruction of Records ,
The Professional Standards Division/Police 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.
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ti
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
Division Name: PROFESSIONAL STANDARDS DIVISION
Record Category Record Series Record Description Record Dates
ADMINISTRATIVE EMPLOYEE ACCIDENTS INVOLVING ON- 1/1/07 to
INVESTIGATIONS ACCIDENTS DUTY DEPARTMENTAL 12/31/07
PERSONNEL
ADMINISTRATIVE K-9 REPORTS INVESTIGATIONS OF K-9 BITE 1/1/07 to
INVESTIGATIONS INCIDENTS 12/31/07
ADMINSITRATIVE USE OF IN-CUSTODY INJURIES AND 1/1/07 to
INVESTIGATIONS FORCE USE OF FORCE 12/31/07
ADMINISTRATIVE OFFICER INVESTIGATIONS OF OFFICER 1/1/07 to
INVESTIGATIONS INVOLVED INVOLVED SHOOTINGS 12/31/07
SHOOTINGS
CITIZEN BY INVESTIGATIONS OF ALLEGED 1/1/07 to
COMPLAINTS EMPLOYEE EMPLOYEE MISCONDUCT 12/31/07
NAME
Prepared by:
Name: C. DuQuin Title:
Date: October 23, 2012
Sr. Legal Secretary
Number of boxes to be destroyed : 15
------------------------------------------------------------------
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CONSENT BY:
Carlos Rojas, A/Chief of Police
Police Department
APPROVED BY:
Date
Vu? _L'V , t.
1'?tuu vw Date
Assistant City Attorney
?a
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L
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
Division Name: PROFESSIONAL STANDARDS DIVISION
Records destroyed by:
Print Name & Badge #
Date of destruction:
Signature
Once your records have been destroyed return this form to the Records Manager and keep
a copy of this form for your files.
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