HomeMy WebLinkAboutItem 11 - Destruction of Obsolete City Records Community Development Agency
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Item # 11
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
April 19, 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 Community
Development Agency in accordance with the retention schedule outlined in City Council
Resolution No. 2013-014.
DISCUSSION
On April 1, 2013, the City Council approved Resolution No. 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 California 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.B of this Resolution and the City's Municipal Code require that the City Attorney
approve the destruction of a City record. Accordingly, the Executive director of the
Community Development Agency 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 memorandum is attached as an exhibit 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
April 19, 2022
Page 2
2
5
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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 - Community Development Agency
Submitted By: Daisy Gomez, Clerk of the Council
Approved By: Kristine Ridge, City Manager
MEMORANDUM
To:
From:
Sonia Carvalho
City Attorney
Steven A. Mendoz
Assistant Cit
Date: March 17, 2022
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.
RECORD
CATEGORY
Payroll
Payroll
Admin
Services
Admin
Services
Admin
Services
General CDA
Economic
Development
Economic
Development
Economic
Development
Economic
Development
Economic
Development
Economic
Development
Economic
Development
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
COMMUNITY DEVELOPMENT AGENCY
APRIL 2022
RECORD RECORD START RECORD RECORD SERIES DESCRIPTION DATE/RETENTION PERIOD PERIOD
Exception Forms to charge labor expenditures to January 2013
Sheets applicable Fund and Activity other than 3 years -December
home account 2014
Leave of Forms to charge labor expenditures to January 2013
Absence applicable Fund and Activity other than 2 years -December
home account 2014
Audited Agency Financial Statements, 10 Years from July 1983 -CDA Reports Redevelopment Agency Annual Report FY date June 2011 (Report to State Controller)
Contracts entered into by the Agency and January 1985 City relating to goods, services, legal Agreements settlements and program responsibilities; 4 years -January
includes joints powers agreements 2011
Authorization/public December
Bonds hearing/ prospectus/pro posa Is/ Plus 10 yea rs 1985-June certificates/notices
(transcripts)/registers/statements 2006
Project Files including correspondence, Prior to Project Files reports, and relevant back-up 3 years January 2012 documentation
Workforce Subgrantee Agreements, Plans, September
Investment 6 years 2009 -March
Board (WIB) Participant And Fiscal Reports 2014
Workforce
Investment Procurement Records And RFPS 6 years March 2013
Board (WIB)
Workforce
Investment Act Contracts And Other Backup Data For 6 years July 2008-
(WIA) & Special Processing Invoice June 2011
Projects
Workforce Oversight And Monitoring Reports Investment Act July 2006 -
(WIA) & Special Including Backup Data And Program 6 years June 2009
Projects Operator Audit Reports
Workforce January 2013 Investment Act Participant Payroll Records (Timecards,
(WIA) & Special Participant Profiles, Payroll Printouts) 6 years -December
Projects 2014
Federal Oversight and monitoring reports
Empowerment including backup data and program 5 years October 2014
Zone Grant operator audit reports
Workforce Subgrantee agreements, plans, PY 2001-Investment 6 years
Board (WIB) participant and fiscal reports PY 2012
BOX GOVT. CODE NO.
GC 34090 (d) 1
GC 34090 (d) 1
Code of Civil
Procedures
Sec. 337 GC 2
34090
Code of Civil
Procedures
Sec. 337 GC 2
34090
Code of Civil
Procedures 7 Sec. 336a,
337.5
Code of Civil
Procedures
Sec. 337 20
GC 34090
29CFR, Part 1 97.42(b)(2)
29CFR, Part 1 97.42(b)(2)
29CFR, Part 4 97.42(b)(2)
29CFR, Part
97.42(b)(2) 1
29CFR, Part
97.42(8)(2) 1
29CFR, Part
97.42(b)(2) 1
29CFR, Part 3 97.42(b)(2)
RECORD RECORD
CATEGORY RECORD SERIES DESCRIPTION
CDBG Loans Paid-Off, CalHome Rehab,
NSP/ANR, Mobile Home Hardship
Housing Loan Files Program Loans Paid-Off, HOME Rehab
Loans. Loans have been forgiven or loans
Paid-Off; Ineligible loan files;
Grant documents and all supporting
documents: applications, reports,
Housing NSP/HOME/ contracts, project files, proposal,
HOPWA statements, sub-recipient dockets,
environmental review, inventory,
consolidated plans, CAPERS, etc.
Development,
Housing General Internal working files including
Subject Files, correspondence
Projects
Housing Housing Planning/Redevelopment Agency files. Programs
PREPARED BY:
p]�Bianca L. Zurita
Commission Secretary
RECORDS DESTROYED:
82
Number of Boxes
RECORD START RECORD DATE/RETENTION PERIOD GOVT. CODE
PERIOD
Code of Civil
Procedures 5 Years 2010 -2016 Sec. 337 GC
34090
200 3 -2004 GC 34090 24 4 years from CFR 570.502 FY date July 2011-
June 2012 24 CFR 85.42
2 Years 2001-2013 24 CFR 85.42
Plus 2 Years 2001-2013 GC 34090
CONSENT BY:
Steven A. Mendoza Date
Assistant City Manager/Executive Director
APPROVED BY:
Sonia Carvalho
City Attorney
Date
BOX
NO.
26
3
2
6
for March 29, 2022