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Finance and Management Services <br />www.santa-ana.org/finance <br />Item # 8 <br />City of Santa Ana <br />20 Civic Center Plaza, Santa Ana, CA 92701 <br /> Staff Report <br />September 19, 2023 <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 Finance & <br />Management Services in accordance with the retention schedule outlined in City <br />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 />City staff compiled the Citywide Records Retention Schedule (“Schedule”) which sets <br />forth the retention period for a particular record. The Schedule reflects the requirements <br />of the Public Records Act, is modeled after the California Secretary of State’s sample <br />for local government, and incorporates other statutory periods applicable to Santa Ana. <br />The Schedule attached to the Resolution is broken down into multiple sections covering <br />the varied responsibilities and minimum retention periods applicable to each. <br />Section 5.B of this Resolution and the City’s Municipal Code requires that the City <br />Attorney approve the destruction of a City record. Accordingly, Finance has prepared a <br />list of obsolete records proposed for destruction in the form of a memorandum. 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 more efficient access <br />to files and alleviate the City’s storage needs to maintain obsolete records. <br />FISCAL IMPACT <br />There is no fiscal impact associated with this item.