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Home My WebLink AboutItem 09 - Destruction of Obsolete City Records Finance and Management Services www.santa-ana.org/finance Item # 9 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report March 1, 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 Finance & Management Services 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 and 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 requires that the City Attorney approve the destruction of a City record. Accordingly, staff 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 Records March 1, 2022 Page 2 2 4 6 2 ENVIRONMENTAL IMPACT There is no environmental impact associated with this item. FISCAL IMPACT There is no fiscal impact associated with this item. EXHIBIT 1. Request for Destruction of Records – Finance & Management Services Submitted By: Kathryn Downs, FMSA Executive Director Approved By: Kristine Ridge, City Manager MEMORANDUM To: Sonia R. Carvalho, City Attorney Date: January 19, 2022 Kathryn Downs From: Executive Director, FMSA Subject: Request for Destruction of Records The Finance & Management Services Agency requests your consent to destroy city records on the attached listing, in accordance with the retention schedule outlined in City Council Resolution 2013-014. Please review and return a signed and dated copy of the attached pages approving the destruction of these records. Thank you. Exhibit 1 RECORD CATEGORY RECORD SERIES RECORD START DATE/RETENTION PERIOD RECORD PERIOD GOVT. CODE BOX NO. Accounts Payable Vendor Payment Documents Beginning Grant Period + 10 years FY2008‐09 34090 1‐19 Accounts Payable Vendor Payment Documents Beginning Grant Period + 10 years FY2010‐11 34090 26‐31 Accounts Payable Vendor Claim Check Register Date Prepared + 10 years FY2005‐06 to FY2008‐09 34090 32‐33 Accounts Receivable Department Request to Issue Accounts Receivable Invoice Date Received in Accounting + 3 years FY2015‐16 to FY2017‐18 34090 46‐48 Appropriation Adjustments Reports Date Prepared + 3 years FY2012‐13 to FY2016‐17 34090 55 Banks Daily Bank Balance Report Date Prepared + 3 years July 2015 to April 2018 34090 49‐54 Banks Statements & Accounts Reconcilement Date Prepared + 3 years January 2015 to May 2018 34090 56 Checks Voided / Canceled Checks & Related Reports Audit Year + 5 years December 2011 and prior 34090 57 Housing Assistance Housing Payment Register Date Prepared + 3 years FY2007‐08 34090 36 Housing Assistance Housing Payment Register Date Prepared + 3 years Prior to April 2011 34090 37 Journal Vouchers Journal Vouchers Date Prepared + 10 years FY2008‐09 34090 34‐35 Overhead Distribution Indirect Cost Date Prepared + 10 years Prior to FY2007‐08 34090 38‐44 Payroll Documentation Time Exception Sheets Date Prepared + 3 years FY2005‐06 to FY2008‐09 34090 20‐25 Purchasing Documentation Bid Proposals Completion Date + 3 years May 1995 34090 45 Checks voided/canceled; issued by the City; Vendor Lists all bank‐cleared City checks; filed by name and by fiscal year Original bid, bids received, bid list, advertising record Labor expenditure charges to applicable Fund/Activity other than home account List indirect cost & overhead charges Documents used to manually post entries to general ledger/cost ledger List addresses/payments amounts of Housing Assistance recipients List addresses/payments amounts of Housing Assistance recipients Supporting documentation for disbursements for City expenditures for grants or capital projects Supporting documentation for disbursements for City expenditures for grants or capital projects Source documentation of Accounts Receivable invoices from various departments Lists weekly payments to vendors Reports of daily banking activity Changes to City budgets as approved by the City Council and/or City Manager CITY OF SANTA ANA March 2022 OBSOLETE RECORDS DESTRUCTION SCHEDULE FINANCE AND MANAGEMENT SERVICES AGENCY RECORD DESCRIPTION CITY OF SANTA ANA March 2022 OBSOLETE RECORDS DESTRUCTION SCHEDULE FINANCE AND MANAGEMENT SERVICES AGENCY PREPARED BY: CONSENT BY: Sarah Ro Date Kathryn Downs Date Accounting Manager Executive Director Finance & Management Services Agency DESTRUCTION OF THESE RECORDS APPROVED BY: Sonia R. Carvalho Date City Attorney Sarah Ro (Jan 19, 2022 12:01 PST) Sarah Ro Jan 19, 2022 Jan 19, 2022Kathryn Downs (Jan 19, 2022 12:02 PST) for Feb 8, 2022 Memo- Request for Destruction of Records Final Audit Report 2022-01-19 Created:2022-01-19 By:Kristin Andrade (kandrade@santa-ana.org) Status:Signed Transaction ID:CBJCHBCAABAADMv_sDVF3qpKJyz2AwlJC0x_36XcjmTI "Memo- Request for Destruction of Records" History Document created by Kristin Andrade (kandrade@santa-ana.org) 2022-01-19 - 6:53:16 PM GMT- IP address: 98.153.69.210 Document emailed to Sarah Ro (sro@santa-ana.org) for signature 2022-01-19 - 6:54:21 PM GMT Email viewed by Sarah Ro (sro@santa-ana.org) 2022-01-19 - 8:00:42 PM GMT- IP address: 98.153.69.210 Document e-signed by Sarah Ro (sro@santa-ana.org) Signature Date: 2022-01-19 - 8:01:15 PM GMT - Time Source: server- IP address: 98.153.69.210 Document emailed to Kathryn Downs (kdowns@santa-ana.org) for signature 2022-01-19 - 8:01:17 PM GMT Email viewed by Kathryn Downs (kdowns@santa-ana.org) 2022-01-19 - 8:01:52 PM GMT- IP address: 98.153.69.210 Document e-signed by Kathryn Downs (kdowns@santa-ana.org) Signature Date: 2022-01-19 - 8:02:18 PM GMT - Time Source: server- IP address: 98.153.69.210 Agreement completed. 2022-01-19 - 8:02:18 PM GMT