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Home My WebLink AboutItem 08 - Destruction of Obsolete Records Finance and Management Services www.santa-ana.org/finance Item # 8 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report September 19, 2023 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. City staff 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 Schedule attached to the Resolution is broken down into multiple sections covering the varied responsibilities and minimum retention periods applicable to each. 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, Finance has prepared a list of obsolete records proposed for destruction in the form of a memorandum. 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 more efficient access to files and alleviate the City’s storage needs to maintain obsolete records. FISCAL IMPACT There is no fiscal impact associated with this item. Destruction of Obsolete Records September 19, 2023 Page 2 3 7 0 6 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: August 1, 2023 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 DESCRIPTION RECORD START DATE/RETENTION PERIOD RECORD PERIOD GOVT. CODE BOX NO. Accounts Payable Vendor Payment Documents (All All Invoices and Supporting documentation for disbursements for Beginning Grant Period +10 years 07/01/06- 06/30/09 34090 3 Accounts Payable Vendor Payment Documents (All All Invoices and Supporting documentation for disbursements for Beginning Grant Period +10 years 12/22/10- 12/30/10 34090 5 Accounts Payable Vendor Payment Documents (All Accounts Payable) All Invoices and Supporting documentation for disbursements for City expenditures Beginning Grant Period +10 years 06/23/11- 09/29/11 34090 7 Accounts Payable Vendor Payment Documents (All All Invoices and Supporting documentation for disbursements for Beginning Grant Period +10 years 10/06/11- 12/15/11 34090 8 Accounts Payable Vendor Payment Documents (All Accounts Payable) All Invoices and Supporting documentation for disbursements for City expenditures Beginning Grant Period +10 years 12/15/11- 12/22/11 34090 9 Accounts Payable Vendor Payment Documents (All All Invoices and Supporting documentation for disbursements for Beginning Grant Period +10 years 01/05/12- 02/23/12 34090 10 Accounts Payable Vendor Payment Documents (All Accounts Payable) All Invoices and Supporting documentation for disbursements for City expenditures Beginning Grant Period +10 years 03/01/12- 04/05/12 34090 11 Accounts Payable Vendor Payment Documents (All Accounts Payable) All Invoices and Supporting documentation for disbursements for City expenditures Beginning Grant Period +10 years 04/12/12- 05/31/12 34090 12 Accounts Payable Vendor Payment Documents (All Accounts Payable) All Invoices and Supporting documentation for disbursements for City expenditures Beginning Grant Period +10 years 06/07/12- 06/28/12 34090 13 Accounts Payable Vendor Payment Documents (All Accounts Payable) All Invoices and Supporting documentation for disbursements for City expenditures Beginning Grant Period +10 years 07/01/10- 06/30/12 34090 14 Accounts Payable Vendor Payment Documents (All Accounts Payable) All Invoices and Supporting documentation for disbursements for City expenditures Beginning Grant Period +10 years 08/23/12- 09/27/12 34090 20 Accounts Payable Vendor Payment Documents (All Accounts Payable) All Invoices and Supporting documentation for disbursements for City expenditures Beginning Grant Period +10 years 10/04/12- 11/08/12 34090 21 Accounts Payable Vendor Payment Documents (All Accounts Payable) All Invoices and Supporting documentation for disbursements for City expenditures Beginning Grant Period +10 years 11/15/12- 01/24/13 34090 22 Accounts Payable Vendor Payment Documents (All Accounts Payable) All Invoices and Supporting documentation for disbursements for City expenditures Beginning Grant Period +10 years 01/31/13- 03/21/13 34090 23 Accounts Payable Vendor Payment Documents (All Accounts Payable) All Invoices and Supporting documentation for disbursements for City expenditures Beginning Grant Period +10 years 03/28/13- 05/16/13 34090 24 Accounts Payable Vendor Payment Documents (All Accounts Payable) All Invoices and Supporting documentation for disbursements for City expenditures Beginning Grant Period +10 years 05/23/13- 06/27/13 34090 25 Accounts Receivable Department Request to Issue Accounts Receivable Invoice Source documentation of Accounts Receivable invoices from various departments Date Received in Accounting +3 years 07/01/18- 06/30/19 34090 17 Accounts Receivable Department Request to Issue Accounts Receivable Invoice Source documentation of Accounts Receivable invoices from various departments Date Received in Accounting +3 years 07/01/19- 06/30/20 34090 18 Appropriation Adjustments Reports Changes to City budgets as approved by the City Council and/or City Date prepared +3 years 07/01/17- 06/30/20 34090 31 Banks Transfer Activity Records Documents pertaining to the wiring of funds to/from bank accounts Date prepared +3 years 07/01/13- 06/30/14 34090; 53607 1 Banks Transfer Activity Records Documents pertaining to the wiring of funds to/from bank accounts Date prepared +3 years 07/01/14- 06/30/15 34090; 53607 2 Banks Transfer Activity Records Documents pertaining to the wiring of funds to/from bank accounts Date prepared +3 years 07/01/15- 06/30/16 34090; 53607 4 CITY OF SANTA ANA September 2023 OBSOLETE RECORDS DESTRUCTION SCHEDULE FINANCE AND MANAGEMENT SERVICES AGENCY 53607 ; ;53607 8/28/2023 for