HomeMy WebLinkAbout19C - DESTRUCTION OF RECORDSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
MAY 17, 2016
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
(STRATEGIC PLAN NO. 5, 1)
21�12LZ
CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
❑ As Recommended
® As Amended
C� Ordinance on 1®t 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 Resolution 2013 -014 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.
Exhibit: 1. Memo Request for Destruction of Records — Community Development Agency
19C -1
19C -2
?916 Af '20 t"M f!: PEE
MEMORANDUM CBTY C; s :l: ,
CLER r
Ryan Hodge �� � � � `�_ � !i
To: Assistant City Attorney Date: April 7, 2016
Terri Eggers
From: Community Development Agency
Subject: REQUEST FOR DESTRUCTION OF RECORDS
The Community Development Agency requests your consent to destroy the city records
identified on the attached listing in accordance with the retention schedule outlined in City
Council Resolution 2006 -045.
Thank you,,
C
Terri Eggers
19C -3
HOUSING AUTHORITY OF THE CITY OF SANTA ANA
RECORDS DESTRUCTION SCHEDULE
2016
�t
RE OD� ��4
°` RECOR tDESCRIPrJON d
EChORD�D TES
OFti BOX�E
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q
Application for
Applicant application and
Housing Authority
Housing Certificate
correspondence while on wait list
Jan — Dec 2012
0
Voucher
Applicant file through voucher
Housing Authority
Expired Voucher
Jan —Dec 2012
1
issuance
Application, correspondence and
Housing Authority
Tenant Files
all paperwork related to tenant's
Jan — Dec 2012
136
participation on the program
PREPARED BY:
( Jc�442� 44.7 —avic�0
Terri Eg&d Date
Senior Community Development Analyst
Community Development Agency
RECORDS DESTROYED:
Number of Boxes
19C -4
CONSENT BY:
�i y 1 Al I �eAC,
Judson Brown Date
Housing Manager
Community Development Agency