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Home My WebLink About19C - DESTRUCT OF RECORDSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: JULY 2, 2007 TITLE: DESTRUCTION OF OBSOLETE CITY RECORDS CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ^ As Recommended ^ As Amended ^ Ordinance on 1" Reading ^ Ordinance on Intl Reading ^ Implementing Resolution ^ Set Public Hearing For CONTINUED TO FILE NUMBER Approve the requests for the destruction of obsolete records from various City departments in accordance with the retention schedule outlined in City Council Resolution 2006-045. On July 3, 2006, the City Council approved a resolution outlining the records retention schedule for the agencies, departments, and offices of the City. City records are governed by the Public Records Act which provides the time in which records need to be kept. The Citywide Records Team compiled the Citywide Records Retention Schedule which sets forth the retention period for a particular record. The Municipal Code requires that the destruction of a City record be approved by the City Attorney. In accordance with Section 5B of the Citywide Records Retention Schedule Resolution, the City Attorney has approved the list of records proposed for destruction from the departments as outlined in the attached documents. FISCAL IMPACT There is no fiscal impact associated with this item. 19C-1 -~ . MEMORANDUM To: Laura Sheedy, Assistant City Attorney Date: City Attorney's Office From: Executive Director of Finance & Management Services June 11, 2007 Subject: REQUEST FOR DESTRUCTION OF RECORDS The Finance & Management Services Agency requests your consent to destroy city records relating to the Treasury Division on the attached listing, in accordance with the retention schedule outlined in Ciry Council Resolution 2006-045. Thank you. ~~~ Francisco Gutierrez Attachments C: Christine C. Duarte, Treasury Division 19C-2 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE FINANCE & MANAGEMENT SERVICES AGENCY-TREASURY DIVISION 2007 RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES BANKS Daily Bank Balance Reports of daily banking activity. June 2004 Report and Prior Deposit Slips Treasury's copy of all City deposit slips sent to bank June 2004 and Prior Returned Checks Co ies of customer checks returned b bank, letters sent P Y June 2004 and Prior to customers and other miscellaneous documents Statements Statements relatin to investment bankin 9 9 June 2004 and Prior Transfer Activity Records Documents ertainin to the wirin of funds to/from bank P 9 9 June 2004 accounts and Prior June 2004 BUSINESS Monthly Register Miscellaneous Business License Account Summary and Prior LICENSE TAX Reports Information reports. Deletion Records Deleted and/or cancelled accounts. June 2004 and Prior Gross Receipts & Business License Tax statements filed by business June 2004 Variable Assessments operators. and Prior Statements Miscellaneous Receipts Receipts for miscellaneous payments. June 2004 and Prior Original Applications Original business license tax applications. June 2004 and Prior Payment Records Statements relating to calculation and payment of June 2004 business license tax. and Prior Renewal Registration Statements relating to business owner information June 2004 Records and Prior Payments /Daily Cash Business License Tax payments received and processed June 2004 Receipts via Treasury cashiers. and Prior CHECKS Voided /Canceled Checks voided/canceled; issued by the City; includes June 2002 Checks & Related Housing Authority, Workers Compensation, Payroll and and Prior Reports Vendor; includes checks voided as a result of printer misali nment. 19C-3 RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES CHECKS (cont.) Paid Paid checks issued by the City includes Housing June 2002 , Authority, Workers Compensation, Payroll and Vendor and Prior checks. Transmission of all List of all City checks issued to allow bank to clear checks June 2005 checks issued by City to through account for Positive Pay purposes. and Prior Bank. DOG LICENSES Original Applications Application for Dog License; Including Rabies Vaccination June 2004 records. and Prior Reports Daily payment information; unpostables; renewals; June 2004 noncompliance; tag list; penalties and Prior Payments /Daily Cash Dog License payments received and processed via June 2004 Receipts Treasury Cashiers. and Prior Cancellations Dog Licenses cancelled June 2004 and Prior HOTEL Filing Records Original Registration June 2004 VISITORS TAX and Prior Payment Records Monthly filings and remittances June 2004 and Prior WATER Applications for Service Original copies of applications for installation of new water June 2004 ACCOUNTS service originated by Public Works and Prior MUNICIPAL Billing Register Reports Computerized reports detailing accounts billed & June 2004 UTILITY respective charges and Prior ACCOUNTS Work Orders Investigations of water meter notices and meter June 2004 exchanges and Prior Customer files Miscellaneous information /correspondence regarding June 2004 customer accounts and Prior Deposit Reports List of Municipal Utility Service accounts that have a June 2004 deposit and Prior Payment Report Lists daily receipts processed via Treasury Cashiers to M i i l Utilit S June 2004 un c pa y ervice accounts by account number and Prior Payments Daily receipts processed to Municipal Utility accounts by June 2004 Services account number and Prior Municipal Utility Services Municipal Utility service Refunds requests and backup June 2004 information and Prior Aging Report Lists balances of all Municipal Utility Service accounts June 2004 and Prior PARAMEDIC Billing Payments Paramedic Billing payments received by Treasury June 2004 and Prior PARKING Collections Itemization of citation payments collected by contract June 2004 CITATIONS service a enc and Prior 19C-4 RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES PARKING Register Parking Citation Payments process by Treasury Staff June 2004 CITATIONS t and Prior (con . ) Amounts Written-off R rt List of parking citations written-off by DMV June 2004 e o and Prior DMVons Referred to Itemization of citations referred to DMV for collection June 2004 and Prior DMV Collections DMV parking citation Collections June 2004 and Prior REFUND REQUESTS Business Tax Office; Utility Users Tax; & Misc Refund requests to Treasury Division; includes supporting documentation June 2004 . Refunds and Prior TREASURY Daily Treasurer's Report of daily revenues received with detail payment June 2004 Reports information and related working papers and Prior Treasury Investment A ti it All documents pertaining to Investment Activity June 2004 c v y Records and Prior UTILITY USERS TAX (UUT) Exemption Applications Homeowners low income exemptions applications June 2004 and Prior Filing Records Original registrations June 2004 and Prior Maximum Tax Filings Annual registration and maximum tax payment records June 2004 and Prior Payment Records Monthly filings and remittances June 2004 and Prior PREPARED BY: ~~Pi,t;~di2 ~G" Y ~ 6~y~~t-- do %/"~~7 Minerva H. Mancha Date Treasury Services Supervisor CONSENT BY: Francisco Gutierrez Date Executive Director Finance & Management Services RECORDS DESTROYED: 40 Number of Boxes APPROVED BY: l"' ZU~D~ J seph Flet er Dad City Attorney 19C-5 19C-6