Laserfiche WebLink
REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />DECEMBER 1, 2020 <br />TITLE: <br />APPROVE DESTRUCTION OF <br />OBSOLETE CITY RECORDS <br />CLERK OF COUNCIL USE ONLY: <br />•e• O, <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 1sl Reading <br />❑ Ordinance on 2i1 Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For <br />CONTINUED TO <br />/s/ Kristine Ridge FILE NUMBER <br />CITY MANAGER <br />RECOMMENDED ACTION <br />Approve the requests for the destruction of obsolete records from City Manager's Office, Clerk of the <br />Council Office, Community Development Agency, Finance and Management Services, and Santa <br />Ana Police Department in accordance with the retention schedule outlined in City Council Resolution <br />2013-014. <br />DISCUSSION <br />On April 1, 2013, the City Council approved Resolution 2013-014 ("Resolution"). The resolution and <br />accompanying Records Retention Schedule provides to the multiple agencies, departments, and <br />offices of the City guidance on the retention of City records and how long the records need to be <br />retained. The Schedule reflects the requirements of the Public Records Act, is modeled after the <br />California Secretary of State's sample for local government, and incorporates other statutory periods <br />applicable to Santa Ana. Each department makes discretionary decisions on whether to retain <br />records past the minimum retention period requirements. <br />Section 5.13 of the resolution and the City's municipal code require that the City Attorney approve the <br />destruction of a City record. Accordingly, the Executive Directors for the City Manager's Office, Clerk <br />of the Council Office, Community Development Agency, Finance and Management Services <br />Agency, and Santa Ana Police Department provide lists of obsolete records proposed for destruction. <br />A copy of each memorandum was reviewed by staff from the City Attorney's Office and approved by <br />the City Attorney. Each memorandum is attached as an exhibit to this staff report (Exhibits 1-5). <br />Destruction of these records will serve to benefit each office with more efficient access to files and <br />support the City's current storage capacity to maintain these obsolete records. <br />FISCAL IMPACT <br />There is no fiscal impact associated with this action. <br />Submitted By: Daisy Gomez, Clerk of the Council <br />Exhibit: 1. Request for Destruction of Records — City Manager's Office <br />19C-1 <br />