HomeMy WebLinkAbout19C - RECORDS DESTRUCTIONREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
MARCH 3, 2008
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
^ As Recommended
^ As Amended
^ Ordinance on 1St Reading
^ Ordinance on 2"d 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.
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 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
City Attorney's Office
From: Mark Lawrence, Assistant to the City Manager
Date: January 25, 2008
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 City Council Resolution 2006-045.
Thank you.
19C-2
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
CITY MANAGER'S OFFICE
2008
RECORD RECORD RECORD EXPIRATION
CATEGORY SERIES DESCRIPTION DATES
Chronological Files Staff Memoranda and Correspondence Feb. 1, 2006
and prior
Correspondence/ Feb. 1, 2006
Chronological Files
Councilmember
Self-explanatory and prior
Council Requests Mayor Inquiries processed for Mayor Feb. 1, 2006
and prior
Wards 1 through 6 Inquiries processed for Councilmembers Feb. 1, 2006
and prior
Correspondence General Correspondence Self-explanatory Feb. 1, 2006
and prior
Staff Inquiries processed for Staff Feb. 1, 2006
and prior
Monthly Status City Manager Self-explanatory Feb. 1, 2006
Reports and prior
Payroll Records Council/Staff Self-explanatory Feb. 1, 2006
and prior
APPROV
i
Davi N. Rem D e
City Manager
RECORDS DESTROYED:
Volume
in Cubic Feet
Weight
in Pounds
CONSENT:
Joseph 1N: Fletch Date
City Attorney
AUDITED BY:
Mark Lawrence Date
Assistant to the City Manager
19C-3
~ FEB t 2 ~M 10= q~
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MEMORANDUM
~YG~-r
~~
/~-tea
Date:
Re:
Laura Sheedy, Assistant City Attorney
City Attorney's Office
Sharon Henne~en
February 6, 2008
REQUEST FOR DESTRUCTION OF RECORDS
The Clerk of the Council requests your consent to destroy city records on the attached listing,
in accordance with the retention schedule outlined in City Council Resolution 2006-045.
Thank you.
19C-4
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
FINANCE AND MANAGEMENT SERVICES
(July 2007)
RECORD RECORD RECORD RECORD
CATEGORY SERIES DESCRIPTION DATES
ACCOUNTS
Cash Requirement
Lists paid invoices by vendor. June
2004
PAYABLE (AP 50)
and prior
Petty Cash Receipts Reimbursements for authorized expenses under $75 June 2005
and prior
Travel Request and Self-explanatory 2005
Expense Report and prior
PREPARED BY:
C~~
haron ennegen Date
Administrative Services Manager
Purchasing Division
CONSENT BY:
Date
RECORDS DESTROYED:
Number of Boxes
APPROVED BY:
~; C'
:~~ ~ ~ o
Jos etcher Dad
City Attorney
19C-5
~' CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
Finance 8 Management Services Agency -Purchasing Division
2008
RECORD RECORD RECORD RECORD
CATEGORY SERIES DESCRIPTION DATES
PURCHASING Bids/Proposals Original bid, bids received, bid list, advertising record 2000 and Prior
DOCUMENTATION
PREPARED BY:
S aron Hennegen Date
Administrative Services Manager
Purchasing Division
CONSENT BY:
Executive Director Date
Department Name
RECORDS DESTROYED:
Number of Boxes
APPROVED BY:
Jlbseph Fletcher Dad
City Attorney ~,,%
19C-6
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
Community Development Agency
2008
Record
Cate o Record
Series
Record Descri tion
Record Dates
HOUSING Loan Files Paid-Off, Denied, Drop-Off or
For iven Jan -Dec 2002
PREPARED BY:
l 2--08
Terri E g r Date
Senior anagement Analyst
Community Development Agency
CONSENT BY:
Stephen G. Harding Date
Deputy City Manager for Development Services
Community Development Agency
RECORDS DESTROYED:
12 boxes
Number of boxes
APPROVED BY
Jd~eph Fletcher r- Date
City Attorney ; j
19C-7
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CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
Division Name:
Record Record Record Description Record Dates
Category Series
JAIL Inmate Inmate complaints and dispositions 00, 01,02,03 04
ADMINISTRATIVE Grievances
REPORTS
JAIL Inspections Results of other governmental 95-03 (1 box)
ADMINISTRATIVE agencies inspections
REPORTS
Inmate Mail Logs Inmate mail summary 98,01,02,03,04,
Population Jail Roster, Head count Roster 97,98,99,00,01,02,03,
Roster
JAIL OPERATIONS Incident Report Administrative Reports, Officer 97,98,99,00,01,02,03,04,05
REPORTS Incident Reports, Memos,
Discipline Inmate Reports
Shift Activity Log Officers Activity Log, Supervisor 93,94,95,96,97,98,99,00,01,02,03,04
Log
Prepared by:
Name: Donna Estrada Title: Correctional Supervisor- Records Division
Date: Dec 20,2007
Number of boxes to be destroyed: 133 boxes
CONSENT BY:
Paul M. Walters, Chief of Police
Police Department
APPROVED BY:
~ ~ (_ Y
Date
n ,1 ..' -~ ~ ~ ~ C
Joseph Fle cher Date
City Attorney ~
Page 1 of 2
19C-11
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
Division Name:
Records destroyed by:
Print Name & Badge # Signature
Date of destruction:
Once your records have been destroyed return this form to the Records Manager and keep
a copy of this form for your files.
Page 2 of 2
19C-12
• 111
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
Division Name: PROFESSIONAL STANDARDS DIVISION
Record Category Record Series Record Description Record Dates
ADMINISTRATIVE EMPLOYEE ACCIDENTS INVOLVING ON- 1/1/02 to
INVESTIGATIONS ACCIDENTS DUTY DEPARTMENTAL 12/31/02
PERSONNEL
ADMINISTRATIVE K-9 REPORTS INVESTIGATIONS OF K-9 BITE 1/1/02 to
INVESTIGATIONS INCIDENTS 12/31/02
ADMINISTRATIVE USE OF IN-CUSTODY INJURIES AND 1/1/02 to
INVESTIGATIONS FORCE USE OF FORCE 12/31/02
ADMINISTRATIVE OFFICER INVESTIGATIONS OF OFFICER 1/1/02 to
INVESTIGATIONS INVOLVED INVOLVED SHOOTINGS 12/31/02
SHOOTINGS
CITIZEN BY INVESTIGATIONS OF ALLEGED 1/1/02 to
COMPLAINTS EMPLOYEE EMPLOYEE MISCONDUCT 12/31/02
NAME
Prepared by:
Name: BEN RODRIGUEZ Title: Corporal
Date: December 31, 2007
Number of boxes to be destroyed: 1fi
CONSENT BY:
Paul M. Walters, Chief of Police Date
Police Department
APPROVED BY:
Joseph Fletcher,-. Date
City Attorney ~,
Page 1 of 2
19C-13
4
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
Division Name: PROFESSIONAL STANDARDS DIVISION
Records destroyed by:
Print Name & Badge # Signature
Date of destruction:
Once your records have been destroyed return this form to the Records Manager and keep
a copy of this form for your files.
Page 2 of 2
19C-14
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
Division Name:
Record
Category Record Series Record Description Record Dates
Supervisor Logs By Supervisor Daily logs written by Supervisors December 31,
Name and employees documenting their 2005 and prior
shift activities
Unsuccessful Unsuccessful Unsuccessful bid documents for December 31,
Bids Bids projects, specs and request for 2006 and prior
proposals
Prepared by:
Name: Mary Calderwood Title: Property & Facilities Manager
Date: December 31, 2007
Number of boxes to be destroyed: 3
CONSENT BY:
~,
Paul M. Walters, Chief of Police
Police Department
~ ~~ 4.,;
Date
APPROVED BY:
_ ~ ~'
Joseph Fletcher ~,, Date
City Attorney U~'
Records destroyed by:
Print Name & Badge #
Date of destruction:
Signature
Once your records have been destroyed return this form to the Records Manager and keep
a copy of this form for your files.
Page 1 of 1
19C-15