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RESOLUTION NO. 94-048 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA ESTABLISHING A RECORDS RETENTION SCHEDULE FOR THE AGENCIES, DEPARTMENTS AND OFFICES OF THE CITY AND APPROVING THE DESTRUCTION OF RECORDS IN ACCORDANCE THEREWITH WHEREAS, except for records less than two years old and certain other records, Government Code section 34090 authorizes the head of a city department to destroy any city record, document,in- strument, book or paper under his or her charge, without making a copy thereof, after the same is no longer required, with the approval of the City Council by resolution and the written consent of the City Attorney; and WHEREAS, the City Council desires to establish a retention schedule for records under the control of the executive officers in charge of various City agencies, departments and offices and to approve destruction of records in accordance therewith; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA ANA AS FOLLOWS: 1. Definitions For purposes of this resolution, the following terms shall have the following meanings: "Department" means an agency, department or office of the administrative staff of the City of Santa Ana. "Department head" means the executive officer in charge of a department. "Original" means the initial production of a record in its final form. It does not include preliminary drafts or subsequent photocopies. In the case of a signed document, the original is the document which was actually signed by the person or persons signing the document. "Public records" are writings in the custody of the City of Santa Ana and containing information relating to the conduct of the business of the city of Santa Ana. "Public record" does not include transitory writings. "Transitory writing" is a writing having no reason for retention after the purpose for which it was created has expired, 139