Laserfiche WebLink
REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />AUGUST 20, 2012 <br />TITLE: <br />REPORT ON CITYWIDE RECORDS <br />RETENTION AND DESTRUCTION POLICY <br />/ CITY MANAGER <br />RECOMMENDED ACTION <br />Receive and file report. <br />DISCUSSION <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />? As Recommended <br />? As Amended <br />? Ordinance on 1 st Reading <br />? Ordinance on 2nd Reading <br />? Implementing Resolution <br />? Set Public Hearing For_ <br />CONTINUED TO <br />FILE NUMBER <br />At the August 6, 2012 City Council Meeting, Mayor Pro Tern Alvarez requested a report on the <br />City's Records Retention and Destruction Policy. <br />The City of Santa Ana has had an effective and comprehensive Records Retention and <br />Destruction Policy since 1994 and has continually updated the Policy with the most recent <br />resolution approved by the City Council in 2006 (Exhibit 1). <br />The Policy was implemented in order to manage Citywide records in an efficient manner, <br />streamline the paper flow, provide for document archiving, minimize the temporary storage <br />constraints, and remain in compliance with the California Public Records Act and other contractual <br />and/or legal requirements. <br />The Policy allows for destruction of obsolete records as authorized by Gov. Code Section 34090 <br />and only after the list of records has been reviewed and approved by the City Attorney's Office. It <br />is imperative to note that "no record shall be destroyed or otherwise disposed of by any agency, <br />unless it is determined that the record has no further administrative, legal or fiscal value and <br />determined that the record is inappropriate for preservation in the Archives." <br />For preservation purposes, departments throughout the City use a document imagining system, <br />specifically Laserfiche, to help conserve records with permanent retention value such as <br />resolutions, ordinances, Minutes etc. <br />65A-1