HomeMy WebLinkAbout19K - RECORD DESTRUCTIONREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
AUGUST 21, 2018
TITLE:
APPROVE DESTRUCTION OF
OBSOLETE CITY RECORDS
(STRATEGIC PLAN NO. 5, 1)
V
CLERK OF COUNCIL USE ONLY:
APPROVED
❑ As Recommended
❑ As Amended
❑ Ordinance on 16' Reading
❑ Ordinance on 2nd Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
RECOMMENDED ACTION
Approve the request for the destruction of obsolete records from the Clerk of the Council Office in
accordance with the retention schedule outlined in City Council Resolution 2013-014.
DISCUSSION
On April 1, 2013, the City Council approved Resolution 2013-014 outlining the records retention
schedule for the agencies, departments, and offices of the City. City records are governed by the
Public Records Act which provides the period in which records need to be retained. The Citywide
Records Team compiled the Citywide Records Retention Schedule which sets forth the retention
period for a particular record. The Municipal Code requires that the destruction of a City record be
approved by the City Attorney.
In accordance with Section 513 of the Citywide Records Retention Schedule Resolution, the City
Attorney has approved the list of records proposed for destruction from the departments as
outlined in the attached documents.
The Citywide Records Retention Schedule has specific retention periods for many City documents.
The Schedule is modeled after the California Secretary of State's sample for local government and
incorporates other statutory periods applicable to Santa Ana. These are minimum retention
periods. Each department makes discretionary decisions on whether to retain records past the
minimum requirements.
STRATEGIC PLAN ALIGNMENT
Approval of this item supports the City's efforts to meet Goal #5 - Community Health, Livability,
Engagement & Sustainability, Objective #1 (Establish a comprehensive community engagement
initiative to expand access to information and create opportunities for stakeholders to play an
active role in discussing public policy and setting priorities).
FISCAL IMPACT
There is no fiscal impact associated with this item.
Exhibit: 1. Request for Destruction of Records — Clerk of the Council Office
19K-1
19K-2
lu 1 X11/ [11"ITUMit I
To: Sonia R. Carvalho, City Attorney
From Maria D. Huizar, Clerk of the Council
Date: August 3, 2018
Subject: , REQUEST. FOR DESTRUCTION OF RECORDS
The Clerk of the Council requests your approval to destroy City records on the
attached listing, in accordance with the retention schedule outlined in the City Council
Resolution 2013-014.
Thank you.
Attachments:
Clerk of the Council Destruction Schedule August 2018
I
LRECOROS, REIEMIOR 80EaRUCDOMCLERK 201&WIPI.IEMO DEPTRECOR050EaUEOUESTMACETO M0&02018.000
19K-3
19K-4
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
CLERK OF THE COUNCIL OFFICE
AUGUST 2018
RECORD
RECORD START
RETENTION
CATEGORY
RECORD SERIES
RECORD DESCRIPTION
DATE
PERIOD .
CLERK-
Miscellaneous
Includes both incoming and outgoing
Folder Year Date
2 years
ADMINISTRATION
. Correspondence
general correspondence, including
letters and e-mail along with citizen
2015
feedback; Various files, not related to
specific cases and not otherwise
specifically covered by the retention
schedule.
CLERK LOGS
Miscellaneous
Log of documents received by the Clerk
Folder Year Date
3 Years
(Cont.)
Logs
and other actions under various SAMC
sections:
2013-2014
- Alcoholic Beverage Control (ABC)
Agendas
Original Meeting Agendas: City Council,
Folder Year Date
Hardcopy-2
COUNCIL
Redevelopment Agency, Successor
years;
MEETINGS
Agency, Santa Ana Financing Authority,
2015
Imaging
Special Meetings, Commissions—
Copy -
agendas and packets can be imaged
Permanent
immediately for permanent retention, if
(2004 to
desired. A paper copy can be
present)
maintained for one year, if desired.
Agenda Notices
Notices — Public Meetings including
Folder Year Date
2 years
Special Meetings,
2015
Agenda
Affidavits of Publication / Posting - Proof
Folder Year Date
2 years
Publications
of publication or posting of legal notices
— examples of legal notices: Notice of
2015
Public Hearing, Notice of Lien, etc.
Agenda Packets
Council Meeting, Successor Agency,
Meeting Date
Hardcopy - 2
Santa Ana Financing Authority,
years,
Commissions agenda packet materials,
2015
Imaging -
e.g., Requests for Council Action
Permanent
(RFCA's) and backup information on
(available
Council Agenda items - Originals can be
from 2004 to
imaged immediately for permanent
present only)
retention, if desired. The imaged record
can serve as the permanent record, if
desired.
GENERAL
Payroll
Leave of Absence Requests (LOAs)
Pay period, Year
2 years
RECORDS
and copy of departmental reports
2015
19K-5
OBSOLETE RECORDS DESTRUCTION SCHEDULE
CLERK OF THE COUNCIL OFFICE
AUGUST 2018
PREPARED BY:
CONSENT BY:
Lo
RU
Date Norma Orozco u Date Maria D. Huizar
Deputy Clerk of the Council Clerk of the Council
;I
RECORDS DESTROYED: APPROVED BY:
Number of Boxes: 10 /� &dav-
09_1
S�1�Q4rt.U,t.
Sonia R. Carvalho Date
City Attorney
19K-6
RECORD START
RETENTION
RECORD SERIES
RECORD DESCRIPTION
DATE
PERIOD
[FFAIR,Statements
of
Originals of statements of designatedFiling
Year
7 years (can
Economic
employees
2010
image after
2 years)
Interest - Form
700 (originals)
2003-2006
on-elected)pen
H
Calendars
City Council and Executive
Year20143
yearsunshine
Management Team calendars
rovision)
PUBLIC
Public Records
Requests from the public for documents
Receipt Date
2 years
RECORDS
Requests
retained by the City
2015
REQUESTS
PREPARED BY:
CONSENT BY:
Lo
RU
Date Norma Orozco u Date Maria D. Huizar
Deputy Clerk of the Council Clerk of the Council
;I
RECORDS DESTROYED: APPROVED BY:
Number of Boxes: 10 /� &dav-
09_1
S�1�Q4rt.U,t.
Sonia R. Carvalho Date
City Attorney
19K-6