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Home My WebLink About19E - DESTRUCTION OF RECORDSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: JUNE 6, 2017 TITLE: DESTRUCTION OF OBSOLETE CITY RECORDS {STRATEGIC PLAN NO. 5, 11 h OftY MANAGE CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1" Reading ❑ Ordinance on 2ntl Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER RECOMMENDED ACTION Approve the request for the destruction of obsolete records from the Finance and Management Services Agency and the Police Department 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 — Finance and Management Services Agency 2. Memo Request for Destruction of Records — Police Department 19E-1 19E-2 To: Jose Sandoval, Chief Assistant City Attorney City Attorney's Office From: Executive Director of Finance & Management Services Subject: REQUEST FOR DESTRUCTION OF RECORDS 7017 MY 25 FM I: 39 CITY OF SANTA ANA CLERK OF Cr 1P_ Date: January 12, 2017 The Finance & Management Services Agency requests your consent to destroy city records relating to the Treasury Division on the attached listing, in accordance with the retention schedule outlined in City Council Resolution 2013-014. Thank you. Francisco Gutierrez WW Attachments C: Willard V. Holt, Treasury Division 19E-3 Exhibit 1 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE FINANCE & MANAGEMENT SERVICES AGENCY — TREASURY DIVISION 2016 RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES BANKS Daily Bank Balance Reports of daily banking activity. 06130/2013 Report and Prior Deposit Slips Treasury's copy of all City deposit slips sent to bank 06/30/2013 and Prior Returned Checks Copies of customer checks returned b bank, letters sent P Y 06/30/2013 and Prior to customers and other miscellaneous documents Statements Statements relating to investment banking. 06130/2013nPrior Transfer Activity Records Documents pertaining to the wiring of funds to/from bank P 9 9 06/30(2013 accounts and Prior 06/3012013 BUSINESS Monthly Register Miscellaneous Business License Account Summary and Prior LICENSE TAX Reports Information reports. Deletion Records Deleted and/or cancelled accounts. 06/30/2013 and Prior Gross Receipts & Business License Tax statements filed by business 06/30/2013 Variable Assessments operators. and Prior Statements Miscellaneous Receipts Receipts for miscellaneous payments. 06/30/2013 and Prior Original Applications Original business license tax applications, 06/30/2013 amendments/correspondences for inactive accounts. and Prior Payment Records Statements relating to calculation and payment of 0 613 0/2 01 3 business license tax. and Prior Renewal Registration Statements relating to business owner information 06/30/2013 Records and Prior Payments / Daily Cash Business License Tax payments received and processed 0 6130 /2 01 3 Receipts via Treasury cashiers. and Prior CHECKS Voided / Canceled Checks voided/canceled; issued by the City; includes 06/30/2011 Checks & Related Housing Authority, Workers Compensation, Payroll and and Prior Reports Vendor; includes checks voided as a result of printer misali nment. 19E-4 ....___ ._.__.. . RECORD RECORD RECORD RECORD CATEGORY SERIES ` DESCRIPTION DATES CHECKS (cont)Paid Paid checks Issued by the City,, includes Hous 'n Au horny, Workers Payroll )endor _ 06(d30/2011 Compensaflon, and checks. an Prior Transmission of all List of all City checks issued to allow bank to clear 06/3 012 01 3 BChecks issued by City to ank. checks through account for Positive Pay purposes. and Prior DOG LICENSES Original Applications Application for Dog License and amendments/corrections 06/30/2013 for inactive accounts. and Prior Including Rabies Vaccination records. Reports Daily payment information; unpostabies; renewals; 06/30/2013 noncompliance; tag list; penalties and Prior Payments / Daily Cash Dog License payments received and processed via 06/30/2013 Receipts Treasury Cashiers, and Prior Cancellations Dog Licenses cancelled 06/3012013 and Prior HOTEL Filing Records Original Registration and amendments/corrections for 06/30/2013 VISITORS TAX inactive accounts. and Prior Payment Records Monthly filings and remittances and 06/30/2013 amendments/corrections for inactive accounts. and Prior WATER Applications for Service Ori final copies of ap li ations for installation of new 06/30/2013 ACCOUNTS wafer service origina�e� b Public Works and and Prior amendments/corrections tYor inactive accounts. MUNICIPAL m Billing Register Reports Computerized reports detailing accounts billed & 06/30/2013 ACCOUNTS respective charges and Prior Work Orders Investigations of water meter notices and meter 06/30/2013 exchanges and Prior Customer files Miscellaneous information / correspondence regarding 06/3012013 customer accounts and Prior Deposit Reports List of Municipal Utility Service accounts that have a 06/30/2013 deposit and Prior Payment Report Lists daily receipts processed via Treasury Cashiers to Municipal Utility Service 06/30/2013 accounts by account number and Prior Payments Daily receipts processed to Municipal Utility accounts by 06/30/2013 Services account number and Prior Municipal Utility Municipal Utility service Refunds requests and backup 06/3012013 Services information and Prior Aging Report Lists balances of all Municipal Utility Service accounts 06/30/2013 and Prior PARKING Collections Itemization of citation payments collected by contract 06/30/2013 CITATIONS service agency and Prior Register _ Parking Citation Payments process by Treasury Staff 3 PARKING and 0/20 CITATIONSPrior 19E-5 RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION' DATES Amou�Cs;VYXittep-off List of parking citations written -off by DMV 06/30/2013 e or and Prior` ` Citations Referred to Itemization of citations referred to DMV for collection 06/30/2013 DMV and Prior DMV Collections DMV parking citation Collections 06/30/2013 and Prior REFUND Business Tax Office & Refund requests to Treasury Division; includes 06/30/2013 REQUESTS Misc. Refunds supporting documentation and Prior TREASURY Daily Treasurer's Reports Raport of daily revenues received with detail payment 06/30/2013 information and related working papers and Prior Treasury Investment All documents pertaining to Investment Activity 06/30/2013 Activity Records and Prior PREPARED BY: Minerva M. Mancha Date Treasury Services Supervisor 19E-6 CONSENT BY: -XvsN k )kXA ) " zftjz,�e? Francisco Gutierrez Date Executive Director Finance & Management Services APPROVED BY: ?. r Sonia R. Carvalho Date City Attorney Exhibit 2 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE POLICE DEPARTMENT Division Name: Police Communications Division Record Record Series Record Description Record Dates Category Supervisor Daily By Name -Supervisors' daily logs 12-31-2013 and Logs documenting daily shift activities prior Supervisor Daily By Shift -Supervisor daily record of 12-31-2013 and Assignment Logs assignments prior Fiscal -Payroll overtime records (copies) 12-31-2013 and -Part-time employee pay records prior (copies) Audio Recording -Audio requests for 12-31-2013 and Requests incoming/outgoing calls for prior service -Audio requests for radio activity -Tape requests "released to" logs General Records -Projected vacation 12-31-2013 and schedules/master calendar prior -Shift change schedules -CLETS entry logs -Parking validation logs -Public works logs Prepared by: Name: Lisa Barringer Title: Acting Police Communications Manager Date: 10-17-16 Number of boxes to be destroyed: 3 (lateral file drawers) CONSENT BY: James Sdhnabl, Acting Chief of Page 1 of 2 19E-7 5 --r-7® 1? Date CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE POLICE DEPARTMENT Division Name: Police Communications Division APPROVED BY: TA Mara og sian, Assistant City Attorney Date Records destroyed by: Print Name & Badge # Date of destruction: Signature Once your records have been destroyed return this form to the Records Manager and keep a copy of this form for your files. Page 2 of 2 19E-8