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A RESOLT, j~I'ION OF THE CITY COUNCIT, OF THE CITY OF SANTA ANA <br />ESTABLISHING A RECORDS RETENTION SCHEDULE FOR THE AGENCIES, <br />DEPARTMENTS AND OFFICES OF THE CITY AND APPROVING THE <br />DESTRUCTION OF RECORDS IN ACCORDANCE THEREWITH <br /> <br /> WHEREAS, except for records less than two years old and certain <br />other records, Government Code section 34090 authorizes the head of a <br />city department to destroy any city record, document, instrument, book <br />or paper under his or her charge, without making a copy thereof, after <br />the same is no longer required, with the approval of the City Council by <br />resolution and the written consent of the City Attorney; and <br /> <br /> WHEREAS, the City Council desires to establish a retention schedule <br />for records under the control of the executive officers in charge of <br />various city agencies, departments and offices and to approve destruction <br />of records in accordance therewith; <br /> <br /> NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF <br />SANTA ANA AS FOLLOWS: <br /> <br />1. Definitions <br /> <br /> For purposes of this resolution, the following terms shall have the <br />followin9 meanings: <br /> <br /> "Department" means an agency, department or office of the <br />administrative staff of the City of Santa Ana~ <br /> <br /> "Department head" means the executive officer in charge of a <br />department. <br /> <br /> "0riginal" means the initial production of a record in its final <br />form. It does not include preliminary drafts or subsequent photocopies. <br /> In the case of a signed document, the original is the document which was <br />actually signed by the person or persons signing <br />the document. <br /> <br /> "Public records" are writings in the custody of the City of Santa <br />Aha and containin9 information relatin9 to the conduct of the business <br />of the City of Santa A/%a. "Public record" does not <br />include transitory writings. <br /> <br /> "Transitory writing" is a writin9 having no reason for retention <br />after the purpose for which it was created has expired, <br />such as routin9 slips, notices of meetings or events, writings retained <br />solely for tickler, suspense or follow-up purposes, preliminary work <br />materials, writings which have been superseded by subsequent writings, <br />computer print-outs which are produced solely for temporary purposes, and <br />the like. <br /> <br />"Writing" means a document in written or printed form. <br /> <br />475 <br /> <br /> <br />