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Clerk of the Council Office <br />https://www.santa-ana.org/cc <br />Item # 9 <br />City of Santa Ana <br />20 Civic Center Plaza, Santa Ana, CA 92701 <br />Staff Report <br />June 15, 2021 <br />TOPIC: Destruction of Obsolete City Records <br />AGENDA TITLE: <br />Approve Destruction of Obsolete City Records <br />RECOMMENDED ACTION <br />Approve the request for the destruction of obsolete records from Community <br />Development Agency in accordance with the retention schedule outlined in City Council <br />Resolution 2013-014. <br />DISCUSSION <br />On April 1, 2013, the City Council approved Resolution 2013-014 ("Resolution"). This <br />Resolution provides to the multiple agencies, departments, and offices of the City, <br />guidance on the retention of City records and how long the records need to be retained. <br />To assist the City, the Citywide Records Team compiled the Citywide Records Retention <br />Schedule ("Schedule") which sets forth the retention period for a particular record. The <br />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 <br />statutory periods applicable to Santa Ana. <br />The Resolution attaches the Schedule, which is broken down into multiple sections <br />covering the varied responsibilities and retention periods for a City department. These <br />are minimum retention periods. Each department makes discretionary decisions on <br />whether to retain records past the minimum retention period requirements. <br />Section 5.13 of this Resolution and the City's Municipal Code requires that the City <br />Attorney approve the destruction of a City record. Accordingly, the executive director for <br />Community Development Agency lists obsolete records proposed for destruction. A copy <br />of the memorandum was reviewed by staff from the City Attorney's Office and approved <br />by the City Attorney. The memorandum is attached as an exhibit to this staff report. <br />Destruction of these records will serve to benefit each office with a more efficient access <br />to files and alleviate the City's current storage needs to maintain these obsolete records. <br />City Council 9-1 6/15/2021 <br />