HomeMy WebLinkAbout19C - DESTRUCTION OF OBSOLETE RECORDSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JULY 15, 2013
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
CITY AGER
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 request for the destruction of obsolete records from the Finance and Management
Services Agency 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.
Attachment:
Memorandum for Request for Destruction of Records - Finance and Management Services Agency
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MEMORANDUM
To: Lisa Storck, Assistant City Attorney Date: 06/19/13
From: Francisco Gutierrez, Executive Director- ,Zj `
Subject: Destruction of City Records
Finance & Management Services Agency requests your consent to destroy the following city records
in accordance with the retention schedule outlined in City Council Resolution 2013-014.
Record Category Record Series Date
Accounts Payable Distribution Register (AP70) Fiscal year 2002 & prior
Vendor Claim Check Register (AP65)
Vendor Payment Documents for Grants
and Capital Projects
ccounts Receivable MAR History Files Fiscal year 2009 & prior
MAR Receipts
MAR EOM Reports
Accounting & Budget PS295 Project Reports Fiscal year 2002 & prior
CIP Reports
Misc. Grants & Project Folders
Capital Asset and Capital Asset Analysis Report Fiscal year 2009 & prior
Property Transfer
Audit CAFR Working Paper Fiscal year 2009 & prior
CAFR Statistics Working Paper
,/Housing Assistance Housing Payment Register Fiscal year 2009 & prior
Journal Vouchers Journal Vouchers Fiscal ear 2002 & prior
Labor Labor Distribution Fiscal year 2002 & prior
Internal Service Fund 86-Labor
'Payroll Documentation Time Exception Sheets Fiscal year 2002 & prior
Purchasing Documents Cash Requirements (AP50) Fiscal year 2009 & prior
-Stores Documentation Inventory Reports (IN150) Fiscal year 2010 & prior
CONSENT:
4a Storck
Assistant City Attorney
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MEMORANDUM
Lisa Storck
To: Assistant City Attorney Date: July 3, 2013
Senior Management Analyst
From: Community Development Agency
Subject: REQUEST FOR DESTRUCTION OF RECORDS
The Community Development Agency requests your consent to destroy city records
on the attached listing, in accordance with the retention schedule outlined in City
Council Resolution 98-088.
Terri R. Eggers
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CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
Community Development Agency
2013
Record Record
Category Series Record Description Record Dates
HOUSING Applications Purged Applications from Jan - Dec 2009
AUTHORITY Waitin List 5 boxes
HOUSING Vouchers Expired Housing Choice Vouchers Jan - Dec 2009
AUTHORITY 2 boxes
HOUSING Tenant Files Terminated Tenant Files Jan - Dec 2009
AUTHORITY 136 boxes
HOUSING FSS Files Terminated/Graduated FSS files (4 Jan - Dec 2009
AUTHORITY boxes) PREPARED BY:
Terri Eggers ( . Date
Senior Manage . nt Analyst
Community Development Agency
RECORDS DESTROYED:
147 boxes
Number of boxes
CONSENT BY:
(I
rr
Sandra D. Gottlieb Date
Interim Executive Director
Community Development Agency
APPROVED BY:
3
Sonia R. Carvalho D
City Attorney
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