HomeMy WebLinkAbout19C - DESTRUCTION ON RECORDSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
MAY 20, 2014
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
CITY MANA ER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
❑ As Recommended
❑ As Amended
❑ Ordinance on 1" Reading
❑ Ordinance on 2 "d 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.
The Citywide Records Retention Schedule has specific retention periods for many City documents.
The Schedule is modeled after the California Secretary of State's sample for local government and
incorporates other statutory periods applicable to Santa Ana. These are minimum retention
periods. Each department makes discretionary decisions on whether to retain records past the
minimum requirements.
FISCAL IMPACT
There is no fiscal impact associated with this item.
Attachment
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Memorandum
To: Maria D. Huizar, Clerk of the Council
Rrom: Records Manager Christina Holland
Date: 4/30/2014
Re: Records Destruction Request
Attached is request from the Police Communications to destroy records in accordance with the
City's Records Destruction Policy.
If you have any questions or concerns, please feel free to contact meat x8620. Thank you.
Christina Holland
Santa Ana Police Department, Police Records Manager
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Santa Ana Police Department
Communications Division
1RM .r• �r
To:
Deputy Chief Valentin
From:
Manager Tina Horner
Date:
1 -22 -14
Subject:
Request for records destruction
Attached is a request for records destruction pertaining to various noted documents stored
within the Communications Unit, between the dates of 2007- 2011.
Upon your approval I will submit this request to Mgr. Holland for proper processing.
Respectfully,
ina Horner
Communications Manager
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Division Name:
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
POLICE COMMUNICATIONS DIVISION
Record Category
Record Series
Record Description
Record Dates
Supervisor Daily
By Name
- Supervisor Daily Logs
2007, 2008, 2009,
Logs
documenting daily shift activities
2010, 2011
Supervisor Daily
By Name
- Supervisor Daily record of
2007,2008, 2009,
Assignment Logs
assignments
2010, 2011
Fiscal
- Payroll overtime records (copies)
2007,2008, 2009,
-Part Time employee records
2010, 2011
(copies)
Audio Recording
-Audio requests for
2007,2008, 2009,
Requests
incoming /outgoing calls for service
2010, 2011
-Audio requests for radio activity
-Tape requests release "to" logs
General Records
- Projected Vacation schedules
2007,2008, 2009,
-Shift Change Schedules
2010, 2011
Prepared by:
Name: Tina Horner Title: Communications Manager
Date: 1 -21 -2014
Number of boxes to be destroyed: 8 (drawers)
CONSENT BY:
a�
Carlos Rojas, Chief of Police
Police Department
APPROVED BY:
arvalho, Sonia R.
City Attorney
Page
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Date
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CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
Division Name: POLICE COMMUNICATIONS DIVISION
Records destroyed by:
Print Name & Badge # Signature
Date of destruction:
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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