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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 <br />REMARKS <br />CUSTODIAN <br />PERIOD <br />CLERK LOGS (Cont.) <br />Miscellaneous Logs <br />Log of documents received by the Clerk and other actions <br />Folder Year Date <br />3 Years <br />GC 34090; <br />Personnel/Risk <br />under various SAMC sections: <br />Documents are <br />Management. <br />• CLAIMS ' <br />forwarded for <br />• Alcoholic Beverage Control (ABC) <br />disposition to the <br />• FPPC - includes Statement of Ecnomic Interests and <br />City Attorney or <br />Campaign Contributions <br />the department <br />specified in the <br />SAMC. *Clerk <br />maintains log of <br />receipt of <br />documents but <br />does not retain <br />originals nor <br />copies of <br />documents. <br />COUNCIL MEETINGS <br />Agendas <br />Original Meeting Agendas: City Council, Redevelopment <br />Folder Year Date <br />Hardcopy - 2 <br />GC Sec. 34090; <br />COTC <br />Agency, Successor Agency, Santa Ana Financing Authority, <br />years; Imaging <br />34090.5 <br />Special Meetings, Commissions — agendas and packets <br />Copy - <br />can be imaged immediately for permanent retention, if <br />Permanent <br />desired. A paper copy can be maintained for one year, if <br />(2004 to <br />desired. <br />present) <br />Agenda Notices <br />Notices — Public Meetings includeing Special Meetings. <br />Folder Year Date <br />2 years <br />Agenda Publications <br />Affidavits of Publication / Posting - Proof of publication or <br />Folder Year Date <br />2 years <br />posting of legal notices — examples of legal notices: Notice <br />of Public Hearing, Notice of Lien, etc. <br />Agenda Packets <br />Council Meeting, Successor Agency, Santa Ana Financing <br />Meeting Date <br />Hardcopy - 2 <br />G.C. 50115; GC <br />Authority, Commissions agenda packet materials, e.g., <br />years, Imaging <br />34090.5 <br />Requests for Council Action (RFCA's) and backup <br />Permanent <br />information on Council Agenda items - Originals can be <br />(available from <br />imaged immediately for permanent retention, if desired. <br />2004 to present <br />The imaged record can serve as the permanent record, if <br />only) <br />desired. <br />Audio and Video Recordings <br />Recordings of Council Meetings <br />Council Meeting Date <br />Permanent <br />GC 54953.5 (b) <br />(1990 to <br />present) <br />3of7 <br />