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<br />retention after the purpose for which it was created has expired, <br />such as routing slips, notices of meetings or events, writings <br />retained solely for tickler, suspense or follow-up purposes, <br />preliminary work materials, writings which have been superseded by <br />subsequent writings, computer print-outs which are produced solely <br />for temporary purposes, and the like. <br /> <br />. <br /> <br />"writing" means a document in written or printed form. <br /> <br />2. <br /> <br />Purpose <br /> <br />The purposes of this resolution are as follows: <br /> <br />A. <br />B. <br />C. <br />D. <br />. <br />3. Scope <br /> <br />To assure that public records are not destroyed while <br />they still serve a useful purpose. <br /> <br />To avoid the loss of room and shelf space caused by the <br />retention of public records which no longer serve a <br />useful purpose. <br /> <br />To provide guidelines to Agency staff as to when public <br />records may safely be destroyed. <br /> <br />To avoid the necessity of requesting the governing board <br />of the Community Redevelopment Agency of the City of <br />Santa Ana for approval for each individual case of public <br />records destruction. <br /> <br />A. This Resolution is limited to originals of public <br />records, except as otherwise provided in subsection B of this <br />section. The Executive Director is authorized to establish rules <br />or schedules for the destruction of copies of public records which <br />are not originals or copies subject to subsection B of this <br />section. <br /> <br />B. Whenever the original of a public record is sent to a <br />location outside the custody of the Agency (as, for example, <br />correspondence from a city officer or employee performing work on <br />behalf of the Agency to a person outside of the City government), <br />one copy of that record shall be retained by the Agency as if it <br />were the original of that record. <br /> <br />c. This resolution is also limited to public records which <br />are in the form of writing on paper or microfilm or microfiche. <br /> <br />4. <br /> <br />Authorization for destruction of records <br /> <br />A. Exhibit A, attached hereto, providing a retention <br />schedule for various types of public records, is hereby incorpo- <br />rated by reference herein. Subject to the provision of subsection <br /> <br />. <br /> <br />2 <br />