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Home My WebLink About19C - DESTRUCTION OF RECORDSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: MARCH 19, 2019 TITLE: APPROVE DESTRUCTION OF OBSOLETE CITY RECORDS {STRATEGIC PLAN NO. 5, 1) CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: ❑ As Recommended ❑ As Amended ❑ Ordinance on 1" Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Approve the requests for the destruction of obsolete records from City departments 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 56 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). 19C-1 Destruction of Obsolete Records March 19, 2019 Page 2 FISCAL IMPACT There is no fiscal impact associated with this item. Exhibits: 1. Request for Destruction of Records — Parks, Recreation and Community Services Agency 2. Request for Destruction of Records — Finance and Management Services Agency 19C-2 PARKS, RECREATION AND COMMUNITY SERVICES AGENCY DESTRUCTION OF RECORDS RECORD.CATEGORY RECORD SERIES RECORD DESCRIPTION - RECORD DATE.. Exception Sheets Forms to charge labor expenditures to applicable Fund November 2012 and prior L & Activity other than home account. PAYROLL Payroll Attendance Reports - Part -Time Daily attendance postings for part-time employees. June 2007 and prior Payroll Attendance Daily attendance postings for full-time employees. December 2007 and prior PREPARED BY: Reports - Full -Time Leave of Absence Authorizing absence forms 2008 and prior Accounts Payable (DPV, Generated payment to City vendor/creditor; used in lieu 4t=7 Material Releases) of PO when item & vendor known. Includes invoices. FY 2013 - 2014 and prior Requisitions Agency requests to FMSA to locate best vendor for 2010 and prior Liz S is Date Senior Accounting Assistant sa dl f cuve Direct 6arks,t"Recreati,`nr& identifiedgoods/items - PURCHASING PRCSA -Budget &Accounting Section Request for Proposal - Landscape Maintenance Community Services Agency DOCUMENTATION Services, Janitorial Maintenance Services, Providing Carnivals at City Owned Parks, Video Productions of Records To Be Destroyed: APPROVED BY: RFP City Council Meetings and Other Various Productions, 2015 and prior Security Guard Services, Zoo Care and Quarantine 167 Facility, Vending Machines, Stadium Concession. Working papers. Laura Rossini Purchase Orders Forms generated from Purchase Requisitions FY 2011 - 2012 and prior Job Applications Applications for employment and resumes for not -hired 2011 and prior applicants. PERSONNEL Separated Personnel Separated employees'a enc pagency personnel files. 2012 and prior Files Workers' Com ensation Employees' in'u reports, doctors' status reports. 2010 and prior FINANCE Accounts Receivables (MAR) Request to issue Accounts Receivable invoices. FY 2005-2006 and prior Budget Working Papers Budget working papers FY 2015-2016 and prior Daily Treasurer's Reports Report of daily revenues received with detail payment February 2014 and prior TREASURY information & related working papers Interdepartmental TMR(s) Treasury Miscellaneous Receipts - for 2011 and prior Miscellaneous Receipts payments received. Response To Public Records Request; Time Warner Audit; Library Operations; Zoo Operations; Recreation Operations; Park Maintenance; Stadium Operations; Deferred Maintenance; Building Maintenance; Graffiti MISCELLANEOUS Working Papers Operations; Co -sponsorships; PEG Audit; Friends of 2013 and prior Santa Ana Zoo; Friends of Parks & Recreation; Development Fees Study; Park Survey; Phones; CDBG Application; CLASS Registration. Software; PRCSA Administration. Senior Assistant City Attorney 19C-3 c, a L 7, PREPARED BY: CONSENT: 4t=7 c`a A Liz S is Date Senior Accounting Assistant sa dl f cuve Direct 6arks,t"Recreati,`nr& ------- - PRCSA -Budget &Accounting Section Community Services Agency EXHIBIT Records To Be Destroyed: APPROVED BY: 167 Number of Boxes Laura Rossini Date Senior Assistant City Attorney 19C-3 19C-4 MEMORANDUM To: Sonia Carvalho Date: February 27, 2019 City Attorney From: Sarah Ro Accounting Manager Subject: REQUEST FOR DESTRUCTION OF RECORDS The Finance and Management Services Agency Accounting Division 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 EXHIBIT 19C-5 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE FINANCE & MANAGEMENT SERVICES AGENCY—ACCOUNTING DIVISION March 2018 RECORD CATEGORYDATES_ RECORD SERIES RECORD DESCRIPTION RECORD A w Cash Requirement Lists paid invoices by vendor. June 2015 (AP150) and prior Direct Payment Generates payment to City vendor/creditor used in June 2014 Voucher lieu of P.O. when item & vendor known. and prior PURCHASING Bids/Proposal Original bid, bids received, bid list, advertising December 2008 and DOCUMENTATION/ record rior ACCOUNTS PAYABLE Travel Request and Self-explanatory June 2018 Expense Report and prior Material Release Forms Order for Items directly from City approved vendor June 2014 list and prior Purchase Orders Authorize purchase of goods or services June 2014 and prior APPROPRIATION Reports Changes to City budgets as approved by the City June 2015 ADJUSTMENTS Council and/or City Manager and prior AUDIT Working papers Audit documents; year-end financial work papers June 2016 and prior_ Statements & Accounts Lists all bank -cleared City checks; filed by name June 2015 Reconcilement and by fiscal year and prior BANKS — — Daily Bank Balance Report Reports of daily banking activity _ June 2015 and prior CAPITAL ASSET AND. June 2015 PROPERTY Reports All City Capital Assets and prior TRANSFER COMPREHENSIVE Fiscal Year ANNUAL FINANCIAL Audited General Purpose Financial Statements 2002.2003 REPORT and prior GENERAL LEDGER Expenditure and Monthly and Fiscal Year Expenditure & Revenue June 2008 Revenue Reports Reports � and prior INTERNAL REVENUE Form 1099 �� Self-explanatory; fled by calendar year Calendar Year 2012 SERVICE and prior JOURNAL Journal Vouchers Documents used to manually post entries to June 2008 VOUCHERS general ledger/cost ledger and prior 19C-6 OBSOLETE RECORDS DESTRUCTION SCHEDULE FINANCE & MANAGEMENT SERVICES AGENCY—ACCOUNTING DIVISION March 2018 PREPARED BY: L,r2 ,.. e, -2/-2:1/19 Connie Gee Accountant II RECORDS DESTROYED: Date CONSENT BY: lrf�•. 0 2 Kathryn Downs Date Executive Director Finance & Management Services Agency APPROVED BY: Number of Boxes Sonia Carvalho Date City Attorney 19C-7 19C-8