Laserfiche WebLink
Community Development Agency <br />www.santa-ana.org/cd <br />Item # 11 <br />City of Santa Ana <br />20 Civic Center Plaza, Santa Ana, CA 92701 <br /> Staff Report <br />April 19, 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 Community <br />Development Agency in accordance with the retention schedule outlined in City Council <br />Resolution No. 2013-014. <br />DISCUSSION <br />On April 1, 2013, the City Council approved Resolution No. 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 California Public Records Act, is modeled after <br />the 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.B of this Resolution and the City's Municipal Code require that the City Attorney <br />approve the destruction of a City record. Accordingly, the Executive director of the <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.