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Home My WebLink About19C - DESTRUCTION OF OBSOLETE RECORDSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: NOVEMBER 17, 2015 TITLE: DESTRUCTION OF OBSOLETE CITY RECORDS (STRATEGIC PLAN NO. 5, 1) VIII /i! . �•�iu/�ii VIII r_ � 1 � RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: =EN; ❑ As Recommended ❑ As Amended ❑ Ordinance on Iat Reading ❑ Ordinance on 2 "6 Reading ❑ Implementing Resolution a 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. 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 MAYOR Miguel A. Pulido MAYOR PRO TEM Vincent F. Sarmiento COUNCILMEMBERS Angelica Amezcua P. David Benavides Michele Martinez Roman Rayne Sal Tinajero To: Sonia Carvalho From: Bich Ta Date: October 16, 2015 CITY OF SANTA ANA 20 Civic Center Plaza a P.O. Box 1988 Santa Ana, California 92702 714 -647 -6900 WurWSanta- ana.om Re: Request for destruction of records CITY MANAGER David Cavazos CITY ATTORNEY Sonia R. Carvalho CLERK OF THE COUNCIL Maria D. Huizar r-a co � :" c —.a 0 The Clerk of the Council requests your consent to destroy city records on the attached listing, in accordance with the retention scheduled outlined in City Council resolution 2013 -014 SANTA ANA CITY COUNCIL Miguel A. Politic, Vincent F. Sarmiento Michele Martinez Angelica Amezcua P, David Benavides Roman Rayne Sal Tinajero Mayor Mayor Pro Tem, Ward 1 Ward 2 Ward 4 Ward 5 Ward 6 rnpu idono Santa -ana om y Mayor ProTan, Ward 1 mmarCne Wasanta- ana.ora aan s or tlbenayitleWard4- ana.oro lreMd(rWard- ana.oro st'na2ro Ward 6 ana nrtir CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE FINANCE AND MANAGEMENT SERVICES (July 2015) N'OR PREPARED BY: Vicki Elmore Ross — APPROVED BY: �\ t �• -4,11 M can. MTh . � e . , 1 \ . �_ . \� \Z.' / _ . •— Francisco Gutierrez Date Executive Director of Finance RECORDS DESTROYED: Number of Boxes 19C -4 CONSENT BY: Date APPROVED BY: /o Zq IS r nia Carvalho ity Attorney June 2012 and prior Direct Payment Voucher Generates payment to City vendor /creditor used in lieu of P.O. when item & vendor known. Petty Cash Receipts Reimbursements for authorized expenses under $75.00 June 2012 and prior Cash Requirement June 2012 and prior (AP50) Lists paid invoices by vendor Travel Request and Expense Report Self- explanatory une and prior Material Release Forms Order for item directly from City approved vendor list June 2U12 and prior N'OR PREPARED BY: Vicki Elmore Ross — APPROVED BY: �\ t �• -4,11 M can. MTh . � e . , 1 \ . �_ . \� \Z.' / _ . •— Francisco Gutierrez Date Executive Director of Finance RECORDS DESTROYED: Number of Boxes 19C -4 CONSENT BY: Date APPROVED BY: /o Zq IS r nia Carvalho ity Attorney