HomeMy WebLinkAbout19C - DESTRUCTION OF RECORDSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
DECEMBER 5, 2017
TITLE:
APPROVE DESTRUCTION OF
OBSOLETE CITY RECORDS
(STRATEGIC PLAN NO. 5, 1)
CLERK OF COUNCIL USE ONLY:
APPROVED
❑ As Recommended
❑ As Amended
❑ Ordinance on 151 Reading
❑ Ordinance on 2ntl Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
—D' FILE NUMBER
CITY TANAGER
RECOMMENDED ACTION
Approve the request for the destruction of obsolete records from the Public Works Agency 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 56 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. Request for Destruction of Records — Public Works Agency
19C-1
19C-2
MEMORANDUM�
To: Sonia Carvalho, City Attorney Date: November 6, 2017
From: Margaret Mercer, Public Works
Administrative Services Manager
Subject: Request for Destruction of Records
The Public Works Agency requests your consent to destroy city records on the attached listing, in
accordance with the retention schedule outlined in City Council Resolution 2013-014.
Thank You,
q*wv- m�—
Mirgdrk Mercer
Administrative Services Manager
Public Works
19C-3
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
Public Works Agency
2016
RECORD
CATEGORY
RECORD
SERIES
RECORD
DESCRIPTION
RECORD
DATES
Maintenance
Environmental Sanitation (5 years)
Weed Abatement Notices
Returned Mail
2008, 2009, 2010
Environmental Sanitation (5 years)
Weed Abatement
Assessments
2011
Environmental Sanitation (2 years)
City -owned Property
Clea nin Work Orders
2007, 2008, 2008,
2009, 2010
Environmental Sanitation (5 years)
Weed Abatement Notices
January 2011
Through October
2011
Environmental Sanitation (2 years)
Temporary Fence
Installation Invoices
2010, 2011, 2012,
2013
Environmental Sanitation (2 years)
Maintenance Crew Work
Orders
2011, 2012, 2013,
2014
Median Landscape (2 years)
Irrigation Controller
Manuals
1990
Trees 5 years)Daily
Work Sheets
2010 & 2011
Trees (2 years)
Daily Reports
2009, 2010, 2011,
2012, 2014, 2014
PREPARED BY:
Joseph ffendoza Date
Records Specialist
RECORDS DESTROYED:
Number of Boxes
APPROVED BY:
Sonia R. Carvalho, City Attorney
JW M. Funk
Assistant City Attorney
19C-4
CONSENT BY:
Margare Mercer Date
Administrative Services Manager
PP OVEDnnBY:
I - i / ) '/ w
Fred Mc usavipour I Date
Executive Director of Public Works
Record Category:
Record Series:
Record Description:
Record Start Date:
Record Retention:
Custodian:
Total Bankers Boxes:
Record Category:
Record Series:
Record Description:
Record Start Date;
Record Retention:
Custodian:
Total Bankers Boxes:
Record Category:
Record Series:
Record Description:
Record Start Date:
Record Retention:
Custodian:
Total Bankers Boxes:
Record Category:
Record Series:
Record Description:
Record Start Date:
Record Retention:
Custodian:
Total Bankers Boxes:
Public Works Agency
Files to be destroyed
Maintenance
Environmental Sanitation
Weed Abatement Notices Returned Mail
2008, 2009, 2010
5 Years
City Yard
1
Maintenance
Environmental Sanitation
Weed Abatement Assessments
2011
5 Years
City Yard
% Box
Maintenance
Environmental Sanitation
City -owned Property Cleaning Work Orders
2007,2008,2008,2009,2010
2 Years
City Yard
1
Maintenance
Environmental Sanitation
Weed Abatement Notices
January 2011 Through October 2011
5 Years
City Yard
Box
19C-5
Record Category:
Maintenance
Record Series:
Environmental Sanitation
Record Description:
Temporary Fence Installation Invoices
Record Start Date:
2010, 2011, 2012, 2013
Record Retention:
2 Years
Custodian:
City Yard
Total Bankers Boxes:
1
Record Category: Maintenance
Record Series:
Environmental Sanitation
Record Description
Maintenance Crew Work Orders
Record Start Date:
2011, 2012, 2013, 2014
Record Retention:
2 Years
Custodian
City Yard
Total Bankers Boxes:
1
Record Category:
Record Series:
Record Description:
Record Start Date:
Record Retention:
Custodian:
Total Bankers Boxes:
Record Category:
Record Series:
Record Description:
Record Start Date:
Record Retention:
Custodian:
Total Bankers Boxes:
Maintenance
Median Landscape
Irrigation Controller Manuals
1990
2 Years
City Yard
1
Maintenance
Trees
Dally Work Sheets
2010 & 2011
5 Years
City Yard
1
19C-6
Record Category:
Maintenance
Record Series:
Trees
Record Description:
Daily Reports
Record Start Date:
2009, 2010, 2011, 2012, 2014, 2014
Record Retention:
2 Years
Custodian:
City Yard
Total Bankers Boxes:
1
19C-7
19C-8