The URL can be used to link to this page

Home My WebLink AboutItem 15 - Destruction of Obsolete City RecordsCity Attorney Office www.santa-ana.org/departments/city-attorneys-office/ Item # 15 or City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report May 3, 2022 TOPIC: Destruction of Obsolete City Records AGENDA TITLE: Approve Destruction of Obsolete City Records RECOMMENDED ACTION Approve the request for the destruction of obsolete records from the City Attorney's Office and Clerk of the Council's 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 ("Resolution"). This Resolution provides to the multiple agencies, departments, and offices of the City, guidance on the retention of City records and how long the records need to be retained. To assist the City, the Citywide Records Team compiled the Citywide Records Retention Schedule ("Schedule") which sets forth the retention period for a particular record. The Schedule reflects the requirements of the Public Records Act, is modeled after the California Secretary of State's sample for local government, and incorporates other statutory periods applicable to Santa Ana. The Resolution attaches the Schedule, which is broken down into multiple sections covering the varied responsibilities and retention periods for a City department. These are minimum retention periods. Each department makes discretionary decisions on whether to retain records past the minimum retention period requirements. Section 5.13 of this Resolution and the City's Municipal Code requires that the City Attorney approve the destruction of a City record. Accordingly, the City Attorney and Clerk of the Council lists obsolete records proposed for destruction. A copy of the memorandum was reviewed by staff from the City Attorney's Office and approved by the City Attorney. The memorandums are attached as exhibits to this staff report. Destruction of these records will serve to benefit each office with a more efficient access to files and alleviate the City's current storage needs to maintain these obsolete records. Destruction of Obsolete City Records May 3, 2022 Page 2 ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT There is no fiscal impact associated with this item. EXHIBIT(S) 1. Request for Destruction of Records — City Attorney's Office 2. Request for Destruction of Records — Clerk of the Council's Office Submitted By: Daisy Gomez, Clerk of the Council Approved By: Kristine Ridge, City Manager MEMORANDUM To: Sonia R. Carvalho City Attorney From: David Quintana Senior Paralegal Date: April 19, 2022 Re: REQUEST FOR DESTRUCTION OF RECORDS Staff members of the City Attorney's Office have reviewed and identified City records that may be scheduled for destruction in accordance with the attached retention schedule outline in City Council Resolution 2013-014. Staff is respectfully requesting your approval. Thank you. RECORDS DESTROYED: Number of Boxes: 47 APPROVED BY: S�CJGtI w / , &".,— Sonia R. Carvalho Date City Attorney Attachment City of Santa Ana Records Retention Schedule CITY ATTORNEY'S OFFICE Exhibit C RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD RETENTION REMARKS CUSTODIAN START DATE PERIOD FEDERAL COURT CASES By Case Case file for Federal Court Case Closing Date 5 years eo m Procedures Sec. 337 RIMINAL CASES By Case Case file for Criminal Court Case Closing dale 5 years UDGEMENTS 8 SETTLEMENTS By Case Concluding Case documents Closing Date 10 years ERSONNELBOARD PPEALS by Appellant Personnel Closing Date 5 years SUPERIOR COURT ASES By Case Case file for Superior Court Case Closing Date 5 years EMINENT DOMAIN CASES By Property Closing Date 5 years GC 304090 [ENERAL FILES By Subject Subject matter files Closing Date 2 Years toff 10110105M►TS01111]1 -I To: Sonia R. Carvalho, City Attorney Date: April 6, 2022 From Daisy Gomez, Clerk of the Council 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 1',IRECORDS, RETENTEON & ❑ESTRUCTIOMCLERK 20221WIP_MEMO _UEPT RECORDS OESTR_{NO).DOC C I TY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE CLERK OF THE COUNCIL OFFICE April 2022 RECORD RECORD RECORD RETENTION CODE CATEGORY SERIES RECORD DESCRIPTION START DATE PERIOD GENERAL Payroll Leave of Absence Requests (LOAs) Pay period, 2 years GC RECORD and copy of departmental reports Year 34090(d) 2016-2019 BOARDS & Applications Applications for B&C positions Folder Year 2 years GC 34090 COMMISSION for Boards & received during a calendar year and Date S (B&C) Commissions not acted upon by the Council Committees -- 2014-2019 Not Selected Applications Selected Folder Year Current + 5 GC 34090 for Boards, Date years Commissions Selected 2016-Prior Committees CLERK- Appeals — Hearing Officer Reports, Appeal C+ 2 years GC Sec. ADMINISTRATI Santa Ana correspondence memoranda, and Application 34090; ON Municipal other documents relating to SAMC Date SAMC Code (SAMC) Chapter 3 appeals. Chapter 3 Chapter 3 2013 - 2017 Code of Ethics Code of Ethics and Conduct Receipt Date T + 3 years; GC 34090 certification )adopted June 2, 2008) Laserfiche submitted by elected officials and 201E-Prior permanent members of appointed boards, Commissions and Committees Miscellaneous Includes both incoming and Folder Year 2 years GC 34090 Correspon- outgoing general correspondence, Date deuce including letter and email along with citizen feedback; various files, not 2016-2019 related to specific cases and not otherwise specifically covered by the retention schedule. OBSOLETE RECORDS DESTRUCTION SCHEDULE CLERK OF THE COUNCIL OFFICE APRIL 2022 RECORD RECORD RECORD RETENTION CODE CATEGORY SERIES RECORD DESCRIPTION START DATE PERIOD PUBLIC Public Request from the public for Receipt Date 2 Years GC 34090 RECORDS Records documents retained by the City REQUEST Request 2016.2019 CLERKS LOGS Miscellaneous Log of documents received by the Folder Year 3 Years GC 34090 Logs Clerk and other actions under Date various SAMC sections: Alcoholic Beverage Control 2015-2018 (ABC) COUNCIL Agendas Original Meeting Agendas: City Folder Year Hardcopy - 2 GC Sec. MEETINGS Council, Redevelopment Agency, Date years; 34090; Successor Agency, Santa Ana Imaging 34090.5 Financing Authority, Special 2016-2019 Copy - Meetings, Commissions — agendas Permanent and packets can be imaged (2004 to immediately for permanent present) retention, if desired. A paper copy can be maintained for one year, if desired. Agenda Notices — Public Meetings including Folder Year 2 years Notices Special Meetings. Date 2016-2019 Agenda Affidavits of Publication 1 Posting - Folder Year 2 years Publications Proof of publication or posting of Date legal notices -- examples of legal notices: Notice of Public Hearing, 2016-2019 Notice of Lien, etc. Agenda Council Meeting, Successor Folder Year Hardcopy - 2 GC 50115; Packets Agency, Santa Ana Financing Date years, GC Authority, Commissions agenda Imaging - 34090.5 packet materials, e.g., Requests for 2016-2019 Permanent Council Action (RFCA's) and (available backup information on Council from 2004 to Agenda items - Originals can be present only) imaged immediately for permanent RECORD RECORD RECORD RETENTION CODE CATEGORY SERIES RECORD DESCRIPTION START DATE PERIOD retention, if desired. The imaged record can serve as the permanent record, if desired. ELECTIONS Petitions -- 1. Medical Cannabis Clerk's final 8 months EC Sec, InitiativelRecal Restriction and Limitation exam of 17200, [/Referendum Initiative—1/24/2013 petition 17400 GC 6253.5; EC 2. Recall of Cecilia Iglesias — 17400; GC 12/20/2019 34458-60; EC Sec. 3. Rent Control Initiative — 17200 7/20/2020 requires petition 4. Petition for Referendum documents Against Ordinance No. NS- be kept 8 2980 — 2/24/2020 months after Council adoption of election results Or after Clerk's final exam of petition if no election FAIR Campaign Original statements of candidates Election 5 years (can GC POLITICAL Statements — and supporting committees for image after 81009(b) PRACTICES candidate for candidates for Mayor, City Council 2005-2013 2 years) GC (FPPC) Mayor, City 81009(g) Council — not elected (originals) Campaign Original Statements of all other Election 7 years (can GC Statements for persons and committees; other image after 81009(c), other than original reports and statements 2007-2014 2 years) (e) Mayor, City GC Council; other 81009(g) campaign reports originals OBSOLETE RECORDS DESTRUCTION SCHEDULE CLERK OF THE COUNCIL OFFICE APRIL 2022 RECORD RECORD RECORD RETENTION CODE CATEGORY SERIES RECORD DESCRIPTION START DATE PERIOD Ethics Records required to be kept under Filing Year Hardcopy — GC Training Gov. Code sections 53235.2 5 years after 53235.2 Records (AB (effective 1/1/06). Records must 2016- Prior receipt of 1234; effective show dates officials satisfied the training; 1/1/2006) training requirements and the entity Laserfiche — that provided the training. Applies to permanent, boards and commissions, and elected officials. Statements of Originals of statements of Filing Year 7 years (can GC 81009 Economic designated employees image after (e), (g) Interest — 2011- 2014 2 years) Form 700 (originals) (non -elected) OPEN Open The Santa Ana Municipal Code Year 3 Years GC 34090 CALENDARS Calendars (SAMC) Chapter 2, Article 11.111, (Sunshine Section 2-155 requires the 2015-2018 Provision) Calendars of Certain Officers to be posted on the City's website. • City Council and Executive Management Team calendars PREPARED BY: CONSENT BY: Norma Orozco 0 Date: Daisy Gome Date Deputy Clerk of the Council Clerk of the Council RECORDS DESTROYED: APPROVED BY: Number of Boxes : X a,, N.�.A'\-)_ 4/25/2022 fo,r Sonia R. Carvalho Date City Attorney