HomeMy WebLinkAbout19C - DESTRUCTION OF RECORDS0
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CITY COUNCIL MEETING DATE:
JANUARY 7, 2014
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
FRET-0005"S'
❑ 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 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
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MEMORANDUM
To: Laura Sheedy, Assistant City Attorney
City Attorney's Office
From: Mark Lawrence, Assistant to the City Manager
Date: January 2, 2014
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.
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CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
CITY MANAGER'S OFFICE
2014
RECORD
RECORD
RECORD
EXPIRATION
CATEGORY
SERIES
DESCRIPTION
DATES
Chronological Files
Staff
Memoranda and Correspondence
January 1,
2012 and prior
Correspondence/
January 1,
Chronological Files
Councilmember
Self- explanatory
2012 and prior
Council Requests
Mayor
Inquiries processed for Mayor
January 1,
2012 and prior
Wards 1 through 6
Inquiries processed for Councilmembers
January 1,
2012 and prior
Correspondence
General Correspondence
Self- explanatory
January 1,
2012 and prior
Staff
Inquiries processed for Staff
January 1,
2012 and prior
Monthly Status
City Manager
Self- explanatory
January 1,
Reports
2012 and prior
Payroll Records
Council /Staff
Self- explanatory
January 1,
2012 and prior
January 1,
Travel Folders
Council /Staff
Self- explanatory
2012 and prior
APPROVE:
David Cavazos Date
City Manager
RECORDS DESTROYED:
Volume Weight
in Cubic Feet in Pounds
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CONSENT:
Sb is R. Carvalho Date
City Attorney
AUDITED BY:
Mark Lawrence D
Assistant to the City Manager
Memorandum
.T
To: Maria D. Huizar, Clerk of the Council
From: Records Manager Christina Holland
Date: 12/11/2013 "' Z5
�m ;Vito.
Re: Records Destruction Request -
Attached is request from the Police Personnel Division to destroy records in accordance with
the City's Records Destruction Policy.
If you have any questions or concerns, please feel free to contact me at x8620. Thank you.
Christina Holland
Santa Ana Police Department, Police Records Manager
i
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CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
Division Name: POLICE PERSONNEL SECTION
Record Category
Record Series
Record Description
Record Dates
Applicant Files
By Name
Separated Employees
Jan - Dec 2008
(additional files)
Volunteers
By Name
Separated Volunteer Employees
Jan — Dec 2008
Prepared by:
Name: Pati Ridge
Title: Sr. Clerical Aide
Date: October 15, 2013
Number of Separated Employee files to be destroyed: 27
Number of Volunteer files to be destroyed: 9
Carlos Rojas, Ac ig -Oliief of Police
Police Department
APPROVED BY:
a
Sonia R. R. Carvalho
City Attorney
Records destroyed by:
Date of destruction:
0WO
Date
Print Name & Badge #
Signature
Once your records have been destroyed return this form to the Records Manager and keep
a copy of this form for your files.
Page 1 of 1
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SEPARATED EMPLOYEES 2008
AGREDANO, WENDY
MAR.
LODGE, STEVEN
DEC.
ANG, GRACE
JUNE
LOPEZ, RIGO
MAY
BEAUMARCHAIS, DAN
DEC.
LOYA, RUBY
MAY
BERNIER, HILDEBRAND
APRIL
MORALES, BELEN
MAY
BISHOP, MARK
AUG.
OCHOA, ANTONIO
DEC.
CARBINE, JULIE
JUNE
OROPEZA, MATTHEW
AUG.
CHOE, NAK
APRIL
RODARTE, ROBIN
OCT.
CISNEROS, DAVID
JAN.
RODRIGUEZ, BENNY
SEPT.
GARCIA, JORGE
JULY
SERRATO, RICHARD
OCT.
GONSALVES, PAUL
OCT.
STILLS, KENNETH
SEPT.
GOROSPE, SUSAN
FEB.
URTEZ, ALEX
MAY
GRISWOLD, MARIA
MAR.
WARD, DAVID
DEC.
HART, DANIEL
MAR.
WHITLEY, BRIAN
SEPT.
HENRY, TOD
OCT.
VOLUNTEERS SEPARATED 2008
FISHER, ANGELA JUNE
GOODMAN, PHILLIP JUNE
KARSON, MICHAEL ANDREW
KINNEY, FRANCES
RAMOS, YVONNE
RAUSCH, JACK JUNE
ROLAND, CHARLES JUNE
TURNER, WENDI
VASQUEZ, REYES
processed for Debbie Lampman by Pati Ridge 10/14/13
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