HomeMy WebLinkAbout19C - DESTRUCTION ON RECORDSMMIM "9,6L
CITY COUNCIL MEETING DATE:
NOVEMBER 4, 2013
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
CITYR
i i i •
CLERK OF COUNCIL USE ONLY:
❑ 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 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 56 of the Citywide Records Retention Schedule Resolution, the City
Aftomey 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
19C -1
19C -2
MEMORANDUM
To: Laura Sheedy, Assistant City Attorney
City Attorney's Office
From: Mark Lawrence, Assistant to the City Manager
Date: November 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 2013 -014.
Thank you.
o�
19C -3
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
November 1,
2011 and prior
Correspondence/
November 1,
Chronological Files
Councilmember
Self-explanatory
2011 and prior
Council Requests
Mayor
Inquiries processed for Mayor
November 1,
2011 and prior
Wards 1 through 6
Inquiries processed for Councilmembers
November 1,
2011 and prior
Correspondence
General Correspondence
Self-explanatory
November 1,
2011 and prior
Staff
Inquiries processed for Staff
November 1,
2011 and prior
Monthly Status
City Manager
Self-explanatory
November 1,
Reports
2011 and prior
Payroll Records
Council/Staff
Self-explanatory
November 1,
I
2011 and prior
November 1
Travel Folders
Council/Staff
Self-explanatory
2011 and prior
0
�k �
I , 10 `50(13
David Cavazos Date
City Manager
RECORDS DESTROYED:
Volume Weight
in Cubic Feet in Pounds
19C-4
CONSENT:
r\
S�onia R. Carvalho L7 Date
City Attorney
AUDITED BY:
Mark Lawrence Date
Assistant to the City Manager