HomeMy WebLinkAbout19C - RECORDS DESTRCTIONREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
MARCH 2, 2009
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
C TY 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, Executive Assistant to the City Manager
Date: February 10, 2009
Re: REQUEST FOR DESTRUCTION OF RECORDS
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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.
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19C-2
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
CITY MANAGER'S OFFICE
2009
RECORD RECORD RECORD EXPIRATION
CATEGORY SERIES DESCRIPTION DATES
Chronological Files Staff Memoranda and Correspondence March 1, 2007
and prior
Correspondence/ March 1, 2007
Chronological Files
Councilmember
Self-explanatory and prior
Council Requests Mayor Inquiries processed for Mayor March 1, 2007
and prior
Wards 1 through 6 Inquiries processed for Councilmembers March 1, 2007
and prior
Correspondence General Correspondence Self-explanatory March 1, 2007
and prior
Staff Inquiries processed for Staff March 1, 2007
and prior
Monthly Status City Manager Self-explanatory March 1, 2007
Reports and prior
Payroll Records Council/Staff Self-explanatory March 1, 2007
and prior
APPROVE:
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David N. Ream Date
City Manager
CONSENT:
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Joseph W. Ffetchp~-- ;' Date
City Attorney '
i.
RECORDS DESTROYED:
Volume Weight
in Cubic Feet in Pounds
AUDITED BY:
Mark Lawrence Date
Assistant to the City Manager
19C-3
MEMORANDUM
Laura Sheedy
To: Assistant City Attorney
Deputy City Manager for Development Services
From: Community Development Agency
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Date: February 24, 2009
Subject: REQUEST FOR DESTRUCTION OF RECORDS
The Community Development Agency requests your consent to destroy the city records
identified on the attached listing in accordance with the retention schedule outlined in City
Council Resolution 2006-045.
Thank you.
Cynthia J. Nelson
19C-4
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
Community Development Agency
2009
Record
Cate o Record
Series
Record Descri tion
Record Dates
HOUSING Loan Files Paid-Off, Denied, Drop-Off or
For iven 2002-2003
PREPARED BY:
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Terri Eggers l ; Date
Senior Manage erit Analyst
Community Development Agency
CONSENT BY:
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Cynthia J. Nelson D to
Deputy City Manager for Development Services
Community Development Agency
RECORDS DESTROYED:
28 boxes
Number of boxes
APPROVED BY:
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Joseph Fletcher Date
City Attorney
i
19C-5
MEMORANDUM
To: City Attorney
From: Gerardo Mouet, Executive Director
Parks, Recreation and Community Services
Agency
Date: February 5, 2009
Subject: REQUEST FOR DESTRUCTION OF RECORDS
The Parks, Recreation and Community Services Agency 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.
Gerardo Mouet
Attachment
'~C-6
PARKS, RECREATION AND COMMUNITY SERVICES AGENCY
DESTRUCTION OF RECORDS
RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD DATE
Forms to charge labor
PAYROLL
Exception Sheets expenditures to applicable Fund &
June 2005 and prior
Activity other than home account.
DOCUMENTATION
Leave of Absence Authorizing absence forms June 2006 and rior
BUSINESS LICENSE Miscellaneous Receipts Receipts for miscellaneous
TAX a ments June 2005 and rior
Generated payment to City
Direct Payment Voucher vendor/creditor; used in lieu of PO June 2006 and prior
when item & vendor known
PURCHASING Material Release Order for item direct from City
a roved vendor list. August 2004 and prior
DOCUMENTATION purchase Orders Forms generated from Purchase June 2004 and prior
Re uisitions
Agency requests to FMSA to
Purchase Requisitions locate best vendor for identified March 2006 and prior
goods/items
Federal OSHA form to track
SAFETY US/OSHA 300 Log annual industrial injuries & 2003 and prior
accidents.
Report of daily revenues received
TREASURY Daily Treasurer's Reports with detail payment information & June 2005 and prior
related working papers
PREPARED BY:
~~
Li .Solis Date
Sr. A counting Assistant
PRCSQ -Budget & Accounting Section
Records Destroyed:
29
Number of Boxes
CONSENT:
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Gerardo Mouet, Ex cutive Director Date
Parks, Recreation & Community Services Agency
APPROVED BY:
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19C-7
19C-8