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Home My WebLink AboutItem 11 - Destruction of Obsolete City Records Clerk of the Council Office www.santa-ana.org/cc Item # 11 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report December 7, 2021 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 Public Works 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 ("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.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 Public Works 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 December 7, 2021 Page 2 2 2 5 4 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 – Public Works Agency Submitted By: Daisy Gomez, Clerk of the Council Approved By: Kristine Ridge, City Manager MEMORANDUM To: Sonia R. Carvalho , City Attorney Date: November 3, 2021 From: Nabil Saba , Executive Director, Public Works Agency Subject: Request for Destruction of Records The Public Works Agency requests your consent to destroy city records on the attached listings, in accordance with the retention schedule outlined in City Council Resolution 2013-014. Please review this report and return a signed and dated copy of the attached pages approving the destruction of these records . Thank You, -~ ~Js..,~~ j\V 'Nabil S aba Executive Director Public Works Agency RECORD RECORD CATEGORY SERIES LIGHT & Fleet HEAVY Maintenance VEHICLES, EQUIPMENT LIGHT & Fleet HEAVY Maintenance VEHICLES, EQUIPMENT LIGHT & Fleet HEAVY Maintenance VEHICLES, EQUIPMENT LIGHT & Fleet HEAVY Maintenance VEHICLES, EQUIPMENT LIGHT & Fleet HEAVY Malntenance VEHICLES, EQUIPMENT LIGHT & Fleet HEAVY Malntenance VEHICLES, EQUIPMENT LIGHT & Fleet HEAVY Maintenance VEHICLES, EQUIPMENT LIGHT & Fleet HEAVY Maintenance VEHICLES, EQUIPMENT LIGHT & Fleet HEAVY Maintenance VEHICLES, EQUIPMENT LIGHT & Fleet HEAVY Maintenance VEHICLES, EQUIPMENT LIGHT & Fleet HEAVY Maintenance VEHICLES, EQUIPMENT LIGHT & Fleet HEAVY Maintenance VEHICLES, EQUIPMENT CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE Public Works Agency (via Finance & Management Agency, Retention Schedule) 2021 RECORD RECORD RETENTION DESCRIPTION START PERIOD DATE/RETENTION PERIOD Vehicle Master Generation Date/ 2008 File w/work Active + 5 years orders Box 1 Vehicle Master Generation Date/ 2009 Filew/work Active + 5 years orders Box2 Vehicle Master Generation Date/ 2009 Filew/work Active + 5 years orders Box3 Vehicle Master Generation Date/ 2010 File w/ work Active + 5 years orders Box4 Vehicle Master Generatlon Date/ 2011 File w/work Active + 5 years orders Box5 Vehicle Master Generation Date/ 2011/2012 File w/work Active + 5 years orders Box6 Vehicle Master Generation Date/ 2011 File w/work Active + 5 years orders Box7 Vehlcle Master Generation Date/ 2012 File w/ work Active + 5 years orders Box8 Vehicle Master Generation Date/ 2012 File w/work Active + 5 years orders Box9 Vehicle Master Generation Date/ 2012 Filew/work Active + 5 years orders Box 10 Vehicle Master Generation Date/ 2012 File w/work Active + 5 years orders Box 11 Vehicle Master Generation Date/ 2012 Filew/work Active + 5 years orders Box 12 GOVT. CODE 34090 34090 34090 34090 34090 34090 34090 34090 34090 34090 34090 34090 RECORD RECORD RECORD RECORD RETENTION GOVT. CODE CATEGORY SERIES DESCRIPTION START PERIOD DATE/RETENTION PERIOD LIGHT & Fleet Vehlcle Master Generation Date/ 2012/2013 34090 HEAVY Maintenance File w/work Active + 5 years VEHICLES, orders Box 13 EQUIPMENT LIGHT & Fleet Vehicle Master Generation Date/ 2013 34090 HEAVY Maintenance File w/work Active + 5 years VEHICLES, orders EQUIPMENT Box 14 LIGHT & Fleet Vehicle Master Generation Date/ 2013 34090 HEAVY Maintenance File w/ work Active + 5 years VEHICLES, orders Box 15 EQUIPMENT LIGHT & Fleet Vehicle Master Generation Date/ 2013 34090 HEAVY Maintenance File w/work Active + 5 years VEHICLES, orders Box 16 EQUIPMENT LIGHT & Fleet Vehicle Master Generation Date/ 2013 34090 HEAVY Maintenance File w/work Active + 5 years VEHICLES, orders Box 17 EQUIPMENT LIGHT & Fleet Vehicle Master Generation Date/ 2013 34090 HEAVY Maintenance Filew/work Active + 5 years VEHICLES, orders Box 18 EQUIPMENT LIGHT & Fleet Vehicle Master Generation Date/ 2013/2014 34090 HEAVY Maintenance Filew/work Active + 5 years VEHICLES, orders Box 19 EQUIPMENT LIGHT & Fleet Vehlcle Master Generation Date/ 2014 34090 HEAVY Maintenance File w/work Active + 5 years VEHICLES, orders Box20 EQUIPMENT LIGHT & Fleet Vehicle Master Generation Date/ 2015 34090 HEAVY Maintenance File w/ work Active + 5 years VEHICLES, orders Box21 EQUIPMENT LIGHT & Fleet Vehicle Master Generation Date/ 2015 34U9U HEAVY Maintenance File w/work Active + 5 years VEHICLES, orders Box23 EQUIPMENT for 11/18/2021 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE Public Works Agency (via Finance & Management Agency, Retention Schedule) 2021 Nabil Saba Executive Director Public Works Agency DESTRUCTION OF THESE RECORDS APPROVED BY: Sonia R. Carvalho City Attorney DESTRUCTION OF THESE RECORDS VERIFIED BY: ~e~~ Administrative Services Manager Public Works Agency Date Date Date 1 1