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City Attorney Office <br /> www.santa-ana.org/departments/city-attorneys-office/ <br /> Item # 15 <br /> City of Santa Ana <br /> 20 Civic Center Plaza, Santa Ana, CA 92701 <br /> Staff Report <br /> May 3, 2022 <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 the City Attorney's Office <br /> and Clerk of the Council's Office in accordance with the retention schedule outlined in <br /> City Council 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 City Attorney and Clerk <br /> of the Council lists obsolete records proposed for destruction. A copy of the memorandum <br /> was reviewed by staff from the City Attorney's Office and approved by the City Attorney. <br /> The memorandums are attached as exhibits to this staff report. Destruction of these <br /> records will serve to benefit each office with a more efficient access to files and alleviate <br /> the City's current storage needs to maintain these obsolete records. <br /> City Council 15 — 1 5/3/2022 <br />