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City of Santa Ana Records Retention Schedule <br />CLERK OF THE COUNCIL <br />Exhibit B <br />RECORD CATEGORY <br />RECORD SERIES <br />RECORD DESCRIPTION <br />RECORD START DATE <br />RETENTION I <br />PERIOD <br />REMARKS <br />CUSTODIAN <br />BOARDS & <br />Boards & Commissions By -Laws by <br />B&C rules and procedures <br />Adoption <br />Permanent <br />COMMISSIONS (B&C) <br />Board or Commission <br />(Cont'd.) <br />Applications for Boards, Commissions <br />Selected <br />Current + 5 <br />GC 34090 <br />Committees <br />years <br />Local Appointments List ("Maddy List") <br />List of all regular and ongoing boards, commissions, and <br />GC 54970, GC 34090 <br />Until <br />GC 54970, GC <br />committees appointed by the City Council — pursuant to the <br />superseded <br />34090 <br />Maddy Local Appointive List Act <br />(new list <br />prepared each <br />Dec. 31 st) <br />CLERK- <br />Appeals - Santa Ana Municipal Code <br />Hearing Officer Reports, correspondence, memoranda, and <br />Appeal Application Date <br />C + 2 Years <br />GC Sec. 34090; <br />COTC <br />ADMINISTRATION <br />(SAMC) Chapter 3 <br />other documents relating to SAMC Chapter 3 appeals. <br />SAMC Chapter 3 <br />City Identification <br />Articles of Incorporation, City Emblem, City Seal, City Flag, <br />Implementation Date <br />Permanent <br />Santa Ana <br />City Logo, and other related items <br />Charter Sec. 702, <br />GC 34090 <br />Code of Ethics <br />Code of Ethics and Conduct certification (adopted June 2, <br />T+ 3 yrs; <br />GC 34090 <br />! <br />2008) submitted by elected officials and members of <br />LaserFiche <br />w <br />appointed boards, commissions and committees. <br />permanent <br />Miscellaneous Correspondence <br />Includes both incoming and outgoing general <br />Folder Year Date <br />2 Years <br />GC Sec. 34090 <br />correspondence, including letters and e-mail along with <br />citizen feedback; Various files, not related to specific cases <br />and not otherwise specifically covered by the retention <br />schedule. <br />Data Storage <br />Records of transactions with data storage/retrieval service <br />Receipt Date <br />Permanent <br />provider <br />PUBLIC RECORDS <br />Public Records Requests <br />Requests from the public for documents retained by the <br />Receipt Date <br />2 Years <br />GC Sec. 34090 <br />COTC <br />REQUESTS <br />City <br />CLERK LOGS <br />Claims Against City <br />Council reports on liability claims <br />Folder Year Date <br />3 Years <br />Claims are <br />Personnel <br />forwarded to and <br />Agency / Liability <br />retained by Risk <br />Division <br />Management, <br />GC 34090 <br />2 of 7 <br />