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HomeMy WebLinkAbout19C - RECORDS DESTRUCTIONREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 8, 2009 TITLE: DESTRUCTION OF OBSOLETE CITY RECORDS CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ^ As Recommended ^ As Amended ^ Ordinance on 1 S` 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 19C-2 MEMORANDUM To: Laura Sheedy, Assistant City Attorney City Attorney's Office From: Mark Lawrence, Executive Assistant to the City Manager Date: August 20, 2009 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-3 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 September 1, 2007 and prior Correspondence/ September 1, 2007 and prior Chronological Files Councilmember Self-explanatory Council Requests Mayor Inquiries processed for Mayor September 1; 2007 and prior Wards 1 through 6 Inquiries processed for Councilmembers September 1, 2007 and prior Correspondence General Correspondence Self-explanatory September 1, 2007 and prior Staff Inquiries processed for Staff September 1, 2007 and prior Monthly Status City Manager Self-explanatory September 1, Reports 2007 and prior Payroll Records Council/Staff Self-explanatory September 1, 2007 and prior September 1, Travel Folders Council/Staff Self-explanatory 2007 and prior APPROVE: ,~'~; ~, / ~v David N. Ream Date City Manager RECORDS DESTROYED: Volume in Cubic Feet Weight in Pounds CONSENT: •-•i ,~i Jgseph W. Fletcher- -- ,% Date City Attorney AUDITED BY: Mark Lawrence Date Assistant to the City Manager 19C-4 MEMORANDUM To: Laura Sheedy, Assistant City Attorney City Attorney's Office From: Maria D. Huizar, Clerk of the Council Date: September 2, 2009 Re: 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-5 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE CLERK OF THE COUNCIL SEPTEMBER 2009 RECORD RECORD RECORD RETENTION CATEGORY SERIES DESCRIPTION PERIOD AGREEMENT City Council-Approved Includes leases, equipment, services 2004 and Prior (Agmt) (N series) or supplies; may contain attachments such as deeds, insurance certificates, and RFCA's PREPARED BY: ~ ~~J1 ~°~ Rita L Ga lardo ate Asst. 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