HomeMy WebLinkAbout19C - CDA RECORDS DESTRUCTIONREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JANUARY 21, 2020
TITLE:
APPROVE DESTRUCTION OF
OBSOLETE CITY RECORDS
{STRATEGIC PLAN NO. 5, 11
/s/Kristine Ridge
CITY MANAGER
CLERK OF COUNCIL USE ONLY:
❑
As Recommended
❑
As Amended
❑
Ordinance on 111 Reading
❑
Ordinance on 2ntl Reading
❑
Implementing Resolution
❑
Set Public Hearing For
CONTINUED TO
FILE NUMBER
RECOMMENDED ACTION
Approve the request for the destruction of obsolete records from the Community Development
Agency 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 Community
Development Agency as outlined in the attached documents (Exhibit 1).
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
Request for Destruction of Records — CDA
January 21, 2020
Page 2
FISCAL IMPACT
There is no fiscal impact associated with this action.
Steven A. Mendoza
Executive Director
Community Development Agency
Exhibit: 1. Request for Destruction of Records — Community Development Agency
19C-2
MEMORANDUM
Ryan Hodge
To: Assistant City Attorney
Terri Eggers
From: Community Development Agency
2G"i9 OFC 20 FM I: 25,
CITY OF SANTA ANA
Date: Decemlie`t �AWOUNCIl
Subject: REQUEST FOR DESTRUCTION OF RECORDS
The Community Development Agency requests your consent to destroy the city records
identified on the attached listing in accordance with the retention schedule outlined in City
Council Resolution 2013-014.
Thank you,
Terri Eggers
19C-3
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
COMMUNITY DEVELOPMENT AGENCY
2019
RECORD
RECORD
RECORD
RECORD
CATEGORY
SERIES
DESCRIPTION
DATES
Forms to charge labor expenditures to
December 2010
PAYROLL
Exception Sheets
applicable Fund and Activity other than home
account
and prior
PAYROLL
Leave of Absence
December 2010
and prior
ECONOMIC
Workforce Investment Act
Participant payroll records (timecards,
December 2010
DEVELOPMENT
(WIA) and Special Projects
participant profiles, payroll printouts)
and prior
PREP�RED BY:
1� iy
Terri Eggw Date I
Senior Community Development Analyst
RECORDS DESTROYED:
Number of Boxes
CONSENT BY:
Steven Mendoza Date
CDA Executive Director
APPROVED BY:
Sonia Carvalho Date
City Attorney
19C-4