Item 07 - Approve Destruction of Obsolete City Records PD and Library

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Police Department & Library www.santa-ana.org/police, www.santa-ana.org/library Item # 7 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report July 16, 2024 TOPIC: Destruction of Obsolete City Records AGENDA TITLE Approve Destruction of Obsolete City Records RECOMMENDED ACTION Approve the request for the destruction of obsolete records from the Police Department, Jail Bureau and the Library in accordance with the retention schedule outlined in City Council Resolution 2013-014. GOVERNMENT CODE §84308 APPLIES: No DISCUSSION On April 1, 2013, the City Council approved Resolution 2013-014. The resolution provides agencies, departments, and offices guidance on the retention of City records including how long the records need to be retained. Pursuant to the resolution, City staff prepared a Citywide Records Retention Schedule which sets forth the retention period for a particular record. The schedule reflects the requirements of the California Government Code and is modeled after the California Secretary of State's sample for local governments, while incorporating other statutory periods applicable to the City. The schedule attached to the resolution is broken down into multiple sections covering the varied responsibilities and minimum retention periods applicable to each. Section 5.B of the resolution and the City's Municipal Code requires that the City Attorney approve the destruction of a City record. Accordingly, the Police Department and the Library have prepared a list of obsolete records proposed for destruction in the form of a memorandum (Exhibits 1 and 2). The memoranda were reviewed and approved by the City Attorney's Office. Destruction of these records will benefit staff offices, providing more efficient access to files and alleviate the City's storage needs to maintain obsolete records.