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CITY OF SANTA ANA <br />OBSOLETE RECORDS DESTRUCTION SCHEDULE <br />CLERK OF THE COUNCIL OFFICE <br />AUGUST 2018 <br />RECORD <br />RECORD START <br />RETENTION <br />CATEGORY <br />RECORD SERIES <br />RECORD DESCRIPTION <br />DATE <br />PERIOD . <br />CLERK- <br />Miscellaneous <br />Includes both incoming and outgoing <br />Folder Year Date <br />2 years <br />ADMINISTRATION <br />. Correspondence <br />general correspondence, including <br />letters and e-mail along with citizen <br />2015 <br />feedback; Various files, not related to <br />specific cases and not otherwise <br />specifically covered by the retention <br />schedule. <br />CLERK LOGS <br />Miscellaneous <br />Log of documents received by the Clerk <br />Folder Year Date <br />3 Years <br />(Cont.) <br />Logs <br />and other actions under various SAMC <br />sections: <br />2013-2014 <br />- Alcoholic Beverage Control (ABC) <br />Agendas <br />Original Meeting Agendas: City Council, <br />Folder Year Date <br />Hardcopy-2 <br />COUNCIL <br />Redevelopment Agency, Successor <br />years; <br />MEETINGS <br />Agency, Santa Ana Financing Authority, <br />2015 <br />Imaging <br />Special Meetings, Commissions— <br />Copy - <br />agendas and packets can be imaged <br />Permanent <br />immediately for permanent retention, if <br />(2004 to <br />desired. A paper copy can be <br />present) <br />maintained for one year, if desired. <br />Agenda Notices <br />Notices — Public Meetings including <br />Folder Year Date <br />2 years <br />Special Meetings, <br />2015 <br />Agenda <br />Affidavits of Publication / Posting - Proof <br />Folder Year Date <br />2 years <br />Publications <br />of publication or posting of legal notices <br />— examples of legal notices: Notice of <br />2015 <br />Public Hearing, Notice of Lien, etc. <br />Agenda Packets <br />Council Meeting, Successor Agency, <br />Meeting Date <br />Hardcopy - 2 <br />Santa Ana Financing Authority, <br />years, <br />Commissions agenda packet materials, <br />2015 <br />Imaging - <br />e.g., Requests for Council Action <br />Permanent <br />(RFCA's) and backup information on <br />(available <br />Council Agenda items - Originals can be <br />from 2004 to <br />imaged immediately for permanent <br />present only) <br />retention, if desired. The imaged record <br />can serve as the permanent record, if <br />desired. <br />GENERAL <br />Payroll <br />Leave of Absence Requests (LOAs) <br />Pay period, Year <br />2 years <br />RECORDS <br />and copy of departmental reports <br />2015 <br />19K-5 <br />