HomeMy WebLinkAboutItem 14 - Destruction of Obsolete City RecordsPublic Works Agency
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Item # 14
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
March 19, 2024
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 Public Works
Agency's Engineering Services Division, Development and Construction Engineering
Section in accordance with the retention schedule outlined in City Council Resolution
2013-014.
GOVERNMENT CODE §84308 APPLIES: No
DISCUSSION
On April 1, 2013, the City Council approved Resolution 2013-014 (resolution). This
Resolution provides the multiple agencies, departments, and offices of the City
guidance on the retention of City records such as 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 California Government Code, is modeled after the California Secretary of State's
sample for local government, and incorporates other statutory periods applicable to the
City.
The schedule attached to the resolution is broken down into multiple sections covering
the varied responsibilities and minimum retention periods applicable to each.
Section 5.13 of the resolution and the City's Municipal Code requires that the City
Attorney approve the destruction of a City record. Accordingly, Public Works has
prepared a list of obsolete records proposed for destruction in the form of a
memorandum (Exhibit 1). A copy of the memorandum was reviewed by staff from the
City Attorney's Office and approved by the City Attorney.
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.
Destruction of Obsolete City Records
March 19, 2024
Page 2
FISCAL IMPACT
There is no fiscal impact associated with this action.
EXHIBIT(S)
1. Memorandum - Request for Destruction of Records
Submitted By: Nabil Saba, P.E., Executive Director — Public Works Agency
Approved By: Tom Hatch, Interim City Manager
EXHIBIT 1
MEMORANDUM
To: Sonia R. Carvalho, City Attorney
From: Nabil Saba,
Executive Director, Public Works Agency
Subject: Request for Destruction of Records
Date: February 26, 2024
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,
Nabil Saba
Executive Director
Public Works Agency
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
PUBLIC WORKS AGENCY
February 2024
Record
Record Series
Record Description
Record Start
Record Retention
Record Period
Government
Digital
Category
Date
Period
Code
Version?
Development
Street Work and
Encroachment permits
Completion
5 years
2013-2016, 2018
34090
Yes
EngincerinIZ
Utility Permits
Date
Development
MCT
Miscellaneous Cash
Date Issued
3 years after
2017-2019
34090
Yes
Engineering
Transaction - Contains
issuance
Specific Notes
Development
Certificate of
Proof of Liability
bate Received
Project Completion
2013
34090
Yes
Engineering
Insurance
Insurance and
+ 10 Years
endorsement
Development
Development
Public Works
Completion of
5 years
2001, 2003, 2006-
34090
Yes
Engineering
Projects Folder
requirements of
Project or
2008, 2010-2018
approval for private
Expiration
development projects
and site plans.
PREPARED BY:
L;.d1;f.RF..sate L
Deputy Public Works
Director/City Engineer
CON1SENTBY
h-� `► k 2] Z-z��
Nabil Saba Date
Executive Director
Public Works Agency
DESTRUCTION OF THESE RECORDS APPROVED BY:
P
Jonathan T. Martinez
for Sonia R. Carvalho Date
City Attorney February 23, 2024
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
Fire Department
2021
RECORD
CATEGORY
RECORD
SERIES
RECORD
DESCRIPTION
RECORD
START
DATE/RETENTION
PERIOD
RETENTION
PERIOD
GOVT. CODE
Construction
Engineering
Project Files
Construction Project
related files.
Construction Completion
Date/10 Years
2012 & prior
GC 34D9D;
CCP 337.15
zl(z-r 1
Nabil Saba Date
Executive Director
Public Works Agency
DESTRUCTION OF THESE RECORDS APPROVED BY:
3/4/2024
,46inathan T. Martinez for Date
Sonia Carvalho City Attorney
LISTED RECORD HAVE BEEN REVIEWED
IOR DEST
Gabri a Lomeli Date
Admin trative Services Manager
Public Works Agency
Files to be destroyed
Record Category: Construction Engineering
Record Series: Project Files
Record Description; Construction Project -Related Files
Record Start Date: 3/21/2012; 06-1500 -- Bristol St. Widening & Water Main Imp., Phase 1
4/10/2007; 06-1500A — Bristol St. Storm Drain, McFadden — 3Id St.
5/1/1990; 1504 — Flower St. Reconstruction, 1st St. — Civic Center Dr.
6/22/1993; 7463D -- Bowers Museum
10/20/1997; 7992 -- Delhi Community Parlc
8/10/1995; 3167 —John Gartner Reservoir, Phase II
3/18/1997; 6210— Police Department
3/23/1993; 3114 — Bristol Reservoir Expansion Project
6/29/1994; 2673 --Santa Ana Yard
Retention Period: Construction Completion Date + 10 Years
Custodian: Central Files