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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />DECEMBER 15, 2015 <br />TITLE: <br />DESTRUCTION OF <br />OBSOLETE CITY RECORDS <br />{STRATEGIC PLAN NO. 5, 1} <br />CITY MANAGER <br />CLERK OF COUNCIL USE ONLY: <br />❑ As Recommended <br />® <br />As Amended <br />❑ <br />Ordinance on 1®t Reading <br />❑ <br />Ordinance on 26d Reading <br />❑ <br />Implementing Resolution <br />❑ <br />Set Publlc Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />Approve the requests for the destruction of obsolete records from City departments in accordance <br />with the retention schedule outlined in City Council Resolution 2013 -014. <br />DISCUSSION <br />On April 1, 2013, the City Council approved Resolution 2013 -014 outlining the records retention <br />schedule for the agencies, departments, and offices of the City. City records are governed by the <br />Public Records Act which provides the period in which records need to be retained. The Citywide <br />Records Team compiled the Citywide Records Retention Schedule which sets forth the retention <br />period for a particular record. The Municipal Code requires that the destruction of a City record be <br />approved by the City Attorney. <br />In accordance with Section 513 of the Citywide Records Retention Schedule Resolution, the City <br />Attorney has approved the list of records proposed for destruction from the departments as <br />outlined in the attached documents. <br />The Citywide Records Retention Schedule has specific retention periods for many City documents. <br />The Schedule is modeled after the California Secretary of State's sample for local government and <br />incorporates other statutory periods applicable to Santa Ana. These are minimum retention <br />periods. Each department makes discretionary decisions on whether to retain records past the <br />minimum requirements. <br />STRATEGIC PLAN ALIGNMENT <br />Approval of this item supports the City's efforts to meet Goal #5 - Community Health, Livability, <br />Engagement & Sustainability, Objective #1 (Establish a comprehensive community engagement <br />initiative to expand access to information and create opportunities for stakeholders to play an <br />active role in discussing public policy and setting priorities). <br />FISCAL IMPACT <br />There is no fiscal impact associated with this item. <br />Exhibit: 1. Memo Request for Destruction of Records — Personnel Services Agency <br />19F -1 <br />