HomeMy WebLinkAbout19D - DESTRUCTION OF RECORDSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JUNE 16, 2015
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
(STRATEGIC PLAN NO. 5, 1)
CITY MANAGE
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
UIT006WRI
❑ As Recommended
❑ As Amended
❑ Ordinance on 1't 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.
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
19D -1
19D-2
MEMORANDUM
Lisa Storck
To: Assistant City Attorney Date:
Paula Courtade
From: Planning & Building Agency
Subject: REQUEST FOR DESTRUCTION OF RECORDS
2015
The Planning & Building Agency requests your consent to destroy the city records identified on the attached
listing ht accordance with the retention schedule outlined in City Council Resolution 2006 -045 for the
following:
City of Santa Ana
Obsolete Records Destruction Schedule
Planting & Building Agency - Community Preservation
2015
Record Category
Record Series
Record Description
Record Dates
Citations and Case Files
Notice of Violations;
For vehicle only in front yard
May 2000 —Doc 2010
Infractions
arldn ; vehicle for sale
Investigation Notice
Violations
Noncompliance with City
Sept 2004 — Dec 2009
Codes (specifically
administrative citations)
Investigation Notice
Violations
Noncompliance with City
Jan 2003 — Dec 2009
Codes (specifically Vehicle
Abatement notices)
Inspection.
Notice & order of
Repairs or demolitions to
All up to Dec 2007
Substandard
buildings_ or struchues
Inspection
Notice of Violation
Corrections and /or violations
All up to Dec 2007
to be resolved prior to final
approval
PREPARED BY:
I IA.WIG! l.;U�A.• -F
Paula Courtade 5/29/15
Sr. Community Preservation Inspector
RECORDS DESTROYED:
89
Number of Boxes
19D-3
CONSENT BY:
911k
Vince Fregos Date
Interim Execu iyeix ctor
Planning & Building Agency
APPROVED BY:
Sonia R. Ca valho Date
City Attorney
19D-4