HomeMy WebLinkAbout19E - RECORDS DESTRUCTIONREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
CLERK OF COUNCIL USE ONLY:
AUGUST 20,2007
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
v ~~
CITY MANAGER
APPROVED
^ As Recommended
^ As Amended
^ Ordinance on 1~` Reading
^ Ordinance on Intl Reading
^ Implementing Resolution
^ Set Public Hearing For
CONTINUED TO
FILE NUMBER
RECOMMENDED ACTION
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.
DISCUSSION
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 SB 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.
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MEMORANDUM
To: Laura Sheedy, Assistant City Attorney
City Attorney's Office
From: Mark Lawrence, Executive Assistant to the City Manager
Date: August 8, 2007
Re: REQUEST FOR DESTRUCTION OF RECORDS
The City Manager's Office requests your consent to destroy city records on the attached listing,
in accordance with the retention schedule outlined in Ciry Council Resolution 2006-045.
Thank you.
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CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
CITY MANAGER'S OFFICE
2007
RECORD RECORD RECORD EXPIRATION
CATEGORY SERIES DESCRIPTION DATES
Chronological Files Staff Memoranda and Correspondence July 1, 2005
and prior
Correspondence/ July 1, 2005
Chronological Files
Councilmember
Self-explanatory and prior
Council Requests Mayor Inquiries processed for Mayor July 1, 2005
and prior
Wards 1 through 6 Inquiries processed for Councilmembers July 1, 2005
and prior
Correspondence General Correspondence Self-explanatory July 1, 2005
and prior
Staff Inquiries processed for Staff July 1, 2005
and prior
Monthly Status City Manager Self-explanatory July 1, 2005
Reports
and prior
Payroll Records Council/Staff Self-explanatory July 1, 2005
and prior
July 1, 2005
Travel Folders Council/Staff Self-explanatory and prior
APPROVE:
CONSENT:
David N. Re D to ,~ 1 ph .Fletcher Date
City Manager ~"'` itv Attorney
RECORDS DESTROYED:
Volume Weight
in Cubic Feet in Pounds
AUDITED BY:
Mark Lawrence Date
Assistant to the City Manager
19E-3