HomeMy WebLinkAbout19C - DESTRUCTION OF RECORDSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JANUARY 20, 2015
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
(STRATEGIC PLAN NO. 5, 1)
CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
•:• O,
❑ 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 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.
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.
STRATEGIC PLAN ALIGNMENT
Approval of this item supports the City's efforts to meet Goal #5 Community Health, Livability,
Engagement & Sustainability, Objective #1 (Establish a comprehensive community engagement
initiative to expand access to information and create opportunities for stakeholders to play an
active role in discussing public policy and setting priorities).
FISCAL IMPACT
There is no fiscal impact associated with this item.
Attachment
19C -1
19C -2
To
MEMORANDUM
Sonia R. Carvalho
City Attorney
Fred Mousavipour
From: Executive Director, PWA
Date: December 09, 2014
Subject: REQUEST FOR DESTRUCTION OF RECORDS
The Public Works Agency requests your consent to destroy city records on the attached
listing, in accordance with retention schedule outlined in City Council Resolution 2006 -045
Please review this report and return a signed and dated copy of the attached pages
approving the destruction of these records.
Attachment
1:a•
Cc: Taig Higgins, Principal Civil Engineer
19C -3
2014 Destruction of PWA Project Files
RECORD
RECORD
RECORD DESCRIPTION
RECORD START
RETENTION
CATEGORY
SERIES
ate '
DATE/
PERIOD
DESTRUCTIO OF THESE RECORDS VERIFIED BY:
RETENTION
Taig Higgins
Date
Principal Civil Engineer 19C -4
PERIOD
Development
Development
Public Works requirements
Completion of
Engineering
Projects
of approval for private
Project or
Folder
development projects and
Expiration of
2005 & Prior
site plans. Includes copy of
Development
bond release letter
Agreement,
whichever is later/
5 years
Development
Certificate of
Proof of Liability insurance
Date Received /
Engineering
Insurance
and endorsement
Project completion
2003 & Prior
+ 10 years
Development
Street Work and
Encroachment Permits
Date Issued / 5
Engineering
Utility Permits
years
2008 & Prior
Development
Transportation/Wide
Oversized Vehicles
Date Issued / 3
Engineering
Load Permits
years
2010 & Prior
Development
MCT
Miscellaneous Cash
Date Issued / 3
Engineering
Transaction — Contains
years
2010 & Prior
Specific Notes
J JV I 2 r of
Fr d ousavipour Date
Executive Director
Public Works Agency
DESTRUCTION -OF THESE RECORDS APPROVED BY
S nia R. Carvalho —• - -°
ate '
itty Attorney
DESTRUCTIO OF THESE RECORDS VERIFIED BY:
Taig Higgins
Date
Principal Civil Engineer 19C -4