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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />SEPTEMBER 5, 2017 <br />TITLE: <br />APPROVE DESTRUCTION OF <br />OBSOLETE CITY RECORDS <br />{STRATEGIC PLAN NO. 5, 1) <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 16' Reading <br />❑ Ordinance on 2ntl Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />Approve the request for the destruction of obsolete records from the Police Department in accordance with <br />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 schedule <br />for the agencies, departments, and offices of the City. City records are governed by the Public Records Act <br />which provides the period in which records need to be retained. The Citywide Records Team compiled the <br />Citywide Records Retention Schedule which sets forth the retention period for a particular record. The <br />Municipal Code requires that the destruction of a City record be approved by the City Attorney. <br />In accordance with Section 5B of the Citywide Records Retention Schedule Resolution, the City Attorney <br />has approved the list of records proposed for destruction from the departments as outlined in the attached <br />documents. <br />The Citywide Records Retention Schedule has specific retention periods for many City documents. The <br />Schedule is modeled after the California Secretary of State's sample for local government and incorporates <br />other statutory periods applicable to Santa Ana. These are minimum retention periods. Each department <br />makes discretionary decisions on whether to retain records past the 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 initiative to <br />expand access to information and create opportunities for stakeholders to play an active role in discussing <br />public policy and setting priorities). <br />FISCAL IMPACT <br />There is no fiscal impact associated with this item. <br />Exhibit: 1. Request for Destruction of Records — Police Department <br />19C-1 <br />