HomeMy WebLinkAboutItem 12 - Destruction of Records Clerk of the Council Office
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Item # 12
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
February 2, 2021
TOPIC: Destruction of Records
AGENDA TITLE:
Approve destruction of obsolete City Records
RECOMMENDED ACTION
Approve the request for the destruction of obsolete records from Parks, Recreation and
Community Services in accordance with the retention schedule outlined in City Council
Resolution 2013-014. 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.
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 requires that the City
Attorney approve the destruction of a City record. Accordingly, the executive director for
Parks, Recreation, and Community Services lists obsolete records proposed for
Destruction of Records
February 2, 2021
Page 2
3
7
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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.
FISCAL IMPACT
There is no fiscal impact associated with this item.
EXHIBIT(S)
1. Request for Destruction of Records – Parks, Recreation, and Community Services
Submitted By: Clerk of the Council
Approved By: Kristine Ridge, City Manager
Exhibit 1
for
1/21/2021
Exhibit 1