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Home My WebLink About19C - DESTRUCTION OF RECORDSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: OCTOBER 21, 2013 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 2ntl Reading ? Implementing Resolution ? Set Public Hearing For CONTINUED TO FILE NUMBER Approve the requests for the destruction of obsolete records from City departments in accordance with the retention schedule outlined in City Council Resolution 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 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. Attachments 19C-1 19C-2 MEMORANDUM To: Sonia R. Carvalho Date: October 1, 2013 From Maria D. R of the Council Subject: REQUEST FOR DESTRUCTION OF RECORDS L,T-1 nr. -? £ I ; 3[ 31 The Clerk of the Council requests your consent to destroy City records on the attached listing, in accordance with the retention schedule outlined in City Council Resolution 2013-014. Thank you Maria D. Huizar Attachments I IRECORDS,RETENTION & DESTRUCTIONICLERN 20131MEMO DEPT RECORDS DESTR REODf§D CAAAQ7013DOC Request for Destruction of Records October 1, 2013 Page 2 RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD DATES RETENTION PERIOD ABATEMENTS Abatement of various Files on Dangerous Buildings, Garbage, 2005-2011 (Items Hardcopy - 2 undesirable conditions Trash, & Weed Abatement, Public Nuisance included in Council years, LaserFiche and other related Council actions including Agenda Packets) Imaging - correspondence and Requests for Council Permanent Action (RFCA) CLERK- Miscellaneous Includes both incoming and outgoing 2008 2 years ADMINISTRATION Correspondence general correspondence, including letters and e-mail along with citizen feedback; Various files, not related to specific cases and not otherwise specifically covered by the retention schedule. COUNCIL Agendas Original Meeting Agendas: City Council, 2005-2011 Hardcopy - 2 MEETINGS Redevelopment Agency, Successor years; Imaging Agency, Santa Ana Financing Authority, Copy- Special Meetings, Commissions - agendas Permanent (2004 and packets can be imaged immediately for to present) permanent retention, if desired. A paper copy can be maintained for one year, if desired. Agenda Notices Notices - Public Meetings including Special 2005-2011 2 years Meetings. Agenda Publications Affidavits of Publication I Posting - Proof of 2005-2011 2 years publication or posting of legal notices - examples of legal notices: Notice of Public Hearing, Notice of Lien, etc. Agenda Packets Council Meeting, Successor Agency, Santa 2005-2011 Hardcopy - 2 Ana Financing Authority, Commissions years, Imaging - agenda packet materials, e.g., Requests for Permanent Council Action (RFCA's) and backup (available from information on Council Agenda items - 2004 to present Originals can be imaged immediately for only) permanent retention, if desired. The imaged record can serve as the permanent record, if desired. FINANCE Clerk of the Council Copies of Direct Payment Vouchers 2003-2011 2 Years (Financial Operating Budget, (DPV's), Materials Releases (MR's), Documents) Purchasing, Purchase Orders (PO's) and other Clerk Requisitions, Purchase expenditure records Orders r! S Alcoholic Beverage Control (ABC) 2008-2011 3 Years 19C-4 Request for Destruction of Records October 1, 2013 Page 3 RECORD RECORD SERIES RECORD DESCRIPTION RECORD DATES RETENTION CATEGORY PERIOD PUBLIC RECORDS Public Records Requests from the public for documents 2008-2010 2 Years REQUESTS Requests retained by the City PREPARED BY: Norma Mitre Date Sr. Deputy Clerk of the Council CONSENT BY: A) 4v, Maria D. Huizar Date J Clerk of the Council RECORDS DESTROYED: Number of Boxes APPROVED BY: Sonia R. Carvalho Date City Attorney 19C-5 19C-6 r MEVIORANDUNI To: Laura Shcedy, Assistant City Attorney Date: August 9, 2013 City Attorney's Office From: Executive Director of Finance & b[anagement 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. Francisco Gutierrez VW Attachments C: Christine C. Duarte, Treasury Division 19C-7 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE FINANCE & MANAGEMENT SERVICES AGENCY - TREASURY DIVISION 2013 RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES BANKS Daily Bank Balance Reports of daily banking activity. Jun 2010 Report and Prior Deposit Slips Treasury's copy of all City deposit slips sent to bank Jun 2010 and Prior Returned Checks Copies of customer checks returned by bank, letters sent Jun 2010 and Prior to customers and other miscellaneous documents Statements Statements relating to investment banking. 9 Jun 2010 and Prior Transfer Activity Records Documents pertaining to the wiring of funds to/from bank Jun 2010 accounts and Prior Jun 2010 BUSINESS Monthly Register Miscellaneous Business License Account Summary and Prior LICENSE TAX Reports Information reports. Deletion Records Deleted and/or cancelled accounts. Jun 2010 and Prior Gross Receipts & Business License Tax statements filed by business Jun 2010 Variable Assessments operators. and Prior Statements Miscellaneous Receipts Receipts for miscellaneous payments. Jun 2010 and Prior Original Applications Original business license tax applications. Jun 2010 and Prior Payment Records Statements relating to calculation and payment of Jun 2010 business license tax, and Prior Renewal Registration Statements relating to business owner information Jun 2010 Records and Prior Payments / Daily Cash Business License Tax payments received and processed Jun 2010 Receipts via Treasury cashiers. and Prior CHECKS Voided / Canceled Checks voided/canceled; issued by the City, includes Jun 2008 Checks & Related Housing Authority, Workers Compensation, Payroll and and Prior Reports Vendor, includes checks voided as a result of printer misali nment. 19C-8 RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES CHECKS (cont.) Paid Paid checks issued by the City; includes Housing Authorit Workers Com en at P ll d V d Jun 2008 d P i y, p s ion, ayro an en or an r or checks. Transmission of all List of all City checks issued to allow bank to clear checks Jun 2011 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 Jun 2010 records, and Prior Reports Daily payment information; unpostables; renewals; Jun 2010 noncompliance; tag list, penalties and Prior Payments / Daily Cash Dog License payments received and processed via Jun 2010 Receipts Treasury Cashiers. and Prior Cancellations Dog Licenses cancelled Jun 2010 and Prior HOTEL Filing Records Original Registration Jun 2010 TAX VISITORS and Prior Payment Records Monthly filings and remittances Jun 2010 and Prior WATER Applications for Service Original copies of applications for installation of new water Jun 2010 ACCOUNTS service originated by Public Works and Prior MUNICIPAL Billing Register Reports Computerized reports detailing accounts billed 8 Jun 2010 ACCOUNTS respective charges and Prior Work Orders Investigations of water meter notices and meter Jun 2010 exchanges and Prior Customer files Miscellaneous information / correspondence regarding Jun 2010 customer accounts and Prior Deposit Reports List of Municipal Utility Service accounts that have a Jun 2010 deposit and Prior Payment Report Lists daily receipts processed via Treasury Cashiers to i M i ili U i Jun 2010 un c pal t ty Serv ce accounts by account number and Prior Payments Daily receipts processed to Municipal Utility accounts by Jun 2010 Services account number and Prior Municipal Utility Services Municipal Utility service Refunds requests and backup Jun 2010 information and Prior Aging Report Lists balances of all Municipal Utility Service accounts Jun 2010 and Prior PARAMEDIC Billing Payments Paramedic Billing payments received by Treasury Jun 2010 and Prior PARKING CITATIONS Collections Iteimzation of citation payments collected by contract Jun 2010 servce a enc and Prior 19C-9 RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES Register Parking Citation Payments process by Treasury Staff Jun 2010 PARKING and Prior CITATIONS (cont.) Amounts Written-off List of parking citations written-off by DMV Jun 2010 Report and Prior Citations Referred to Itemization of citations referred to DMV for collection Jun 2010 DMV and Prior DMV Collections DMV parking citation Collections Jun 2010 and Prior REFUND Business Tax Office: Refund requests to Treasury Division: includes supporting Jun 2010 REQUESTS Utility Users Tax; & Misc. documentation and Prior Refunds TREASURY Daily Treasurer's Report of daily revenues received with detail payment Jun 2010 Reports information and related working papers and Prior Treasury Investment All documents pertaining to Investment Activity Jun 2010 Activity Records and Prior UTILITY USERS Exemption Applications Homeowners low income exemptions applications Jun 2010 TAX (UUT) and Prior Filing Records Original registrations Jun 2010 and Prior Maximum Tax Filings Annual registration and maximum tax payment records Jun 2010 and Prior Payment Records Monthly filings and remittances Jun 2010 I I and Prior PREPARED BY: Minerva H. Mancha Date Treasury Services Supervisor CONSENT BY: Francisco Gutierrez Date Executive Director Finance & Management Services APPROVED BY, Sonia R. Carvalho Oate City Attorney 19C-10