The URL can be used to link to this page

Home My WebLink About19C - RECORDS DESTRUCTIONREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: NOVEN~ER 2, 2009 TITLE: DESTRUCTION OF OBSOLETE CITY RECORDS J,, r 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: October 22, 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 November 2, 2007 and prior Correspondence/ November 2, 2007 and prior Chronological Files Councilmember Self-explanatory Council Requests Mayor Inquiries processed for Mayor November 2, 2007 and prior Wards 1 through 6 Inquiries processed for Councilmembers November 2, 2007 and prior Correspondence General Correspondence Self-explanatory November 2, 2007 and prior Staff Inquiries processed for Staff November 2. 2007 and prior Monthly Status City Manager Self-explanatory November 2. Reports 2007 and prior Payroll Records Council/Staff Self-explanatory November 2. 2007 and prior November 2, Travel Folders Council/Staff Self-explanatory 2007 and prior APPROVE d~ David N. Ream Date City Manager RECORDS DESTROYED: Volume in Cubic Feet Weight in Pounds CONSENT: +doseph W. Fletcher---/ Date City Attorney o AUDITED BY: Mark Lawrence Date Assistant to the City Manager 19C-4 MEMORANDUM Laura Sheedy To: Assistant City Attorney Deputy City Manager for Development Services From: Community Development Agency Date: September 4, 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. Ne on l `` ~~~ ~f :::, Lz :b ~~ ~ - I".~J ~~i 19C-5 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE Community Development Agency Record Record Record Record Category Series Descri tion Dates Economic Workforce Investment Duplicate MIS, JTPA June 30, 2004 and Development Act Participant Forms prior Economic Workforce Investment JTPA & FEZ December 31, 2003 Development Act Participant Files and prior Economic Workforce Investment Special Program August 30, 2004 and Development Act Participant Files prior Economic Workforce Investment Year Round & June 30, 2004 and Development Act Summer Participant prior Files PREPARED BY: CONSENT BY: !' ~~y'/o nJ R~y~ Terri Eggers Date Cynthia J. Nelson Date Sr. Management Analyst Services Deputy City Manager for Development Services Community Development Agency Community Development Agency RECORDS DESTROYED: APPROVED BY: 86 Boxes ~~ ~~_ ~ - _~ f' ~ ~~/~,~ ~~ Joseph Fletcher Date City Attorney 19C-6 CITY OF SANTA ANA WORK CENTER RECORDS Qty Discard Program Year Location Date Day Storage Contents Destroyed Box # 158 SPECIAL PROGRAMS; SPECIAL City Yard DPVs -FEZ Program and Miscellaneous PROGRAMS Admin. 1/99-6/30/02 159 PARTICIPANT FILES: 2°d Yr ~'~'~ City Yard ADDY, THOMAS - HUYLER, SUSAN 10/00-9/01 16~ PARTICIPANT FILES: 2°d Yr ~'~'~ City Yard KEOHEN, SHERE - OBERTS, DAVID 10/00-9/01 161 PARTICIPANT FILES: 2° Yr ~'~'~ City Yard SALINAS, LUIS - VIVANCO, EVA 10/00-9/Ol 169 PARTICIPANT FILES: WIA City Yard WIA INELGIBLE YOUTH 1999/2001 182 PARTICIPANT FILES: Third Year AFRASIABI, SIDEGHEH to BELL, WIA City Yard RANDALL 10/2001- 09/2002 183 PARTICIPANT FILES: Third Year BENJUMEA, GUSTAVO to DEAN, WIA City Yard VALERIE 10/2001- 09/2002 184 PARTICIPANT FILES: Third Year DEGUILLEN, OLGA to GUTIERREZ, WIA City Yard ELIZABETH 10/2001- 09/2002 185 PARTICIPANT FILES: Third Year HARRIS, SIDNEY to KOURI, DENNISE WIA City Yard 10/2001- 09/2002 PARTICIPANT FILES: Third Year City Yard 186 LAC, JAMES to LY, PETER WIA 18610/2001- , 09/2002 187 PARTICIPANT FILES: Third Year MACIAS, SERGIO to MU WIA City Yard RDOCK, SHARON 10/2001- 09/2002 188 PARTICIPANT FILES: Third Year NAGABAYSSHI, EMI to PENN, GARY WIA City Yard 10/2001- 09/2002 189 PARTICIPANT FILES: Third Year PEREA, WENDY to SAMPSON, CARLOS WIA City Yard 10/2001- 09/2002 19C-7 ` ~ ~ CITY OF SANTA ANA WORK CENTER RECORDS Qty Discard Program Year Location Date Day Storage Contents Destroyed Box # 19U PARTICIPANT FILES: Third Year SANCHEZ, JUAN to TRAN, WILLIAMS WIA City Yard 10/2001- 09/2002 191 PARTICIPANT FILES: Third Year VADMAIS, NORMAN to ZHU, LING WIA City Yard FRANK 10/2001- 09/2002 192 PARTICIPANT. FILES: WIA -Exited City yard CASTILLO, BLANCA to MOTLEY, within 3/01- ROBERT 9!30/02. 193 PARTICIPANT FILES: WIA -Exited City Yard NILES, GILBERT to WOLF, CHARLES within 3/O1- 9/30/02 194 PARTICIPANT FILES: WIA -Exited City. Yard Aguirre, Michael to CREIGHTON, SEAN within 10J01- 9/30/03 195 PARTICIPANT FILES: WIA -Exited City Yard DAC, MAi to GURIN, VLADIMIR within 10101- 9/30/03 196 PARTTCII'ANT FILES: WIA -Exited City Yard HA, HUNG to KORB, NORMA within 10/01- 9/30/03 197 PARTICIPANT FILES: WIA -Exited City Yard LE, DANTLto ROSSO, RODRIGO within 10/O- 9/30/03 198 PARTICIPANT FILES: 2001-2002 SPO APPLICATIONS Ci Yard 199 PARTICIPANT FILES: 2001-2002 City Yard SPO APPLICATIONS 200 PARTICIPANT FILES: 2001-2002 City Yard SPO APPLICATIONS 201 PARTICIPANT FILES: 2001-2002 City Yard SPO APPLICATIONS 2~2 PARTICIPANT FILES: 2001-2002 SPO APPLICATIONS Ci Yard 2~3 PARTICIPANT FILES: 2001-2002 City Yard SPO APPLICATIONS 2~4 PARTICIPANT FILES: 2001-2002 City Yard SPO APPLICATIONS 205 PARTICIPANT FILES: 2001-2002 City Yard SPO APPLICATIONS 2~6 PARTICIPANT FILES: 2001-2002 SPO APPLICATIONS Ci Yard 207 PARTICIPANT FILES: 2001-2002 City Yard SPO APPLICATIONS 208 PARTICIPANT FILES: 2001-2002 City Yard SPO APPLICATIONS 19C-8 CITY OF SANTA ANA WORK CENTER RECORDS Qty Discard Program Year Location Date Day Storage Contents Destroyed Box # 2~9 PARTICIPANT FILES: City Yard SPO APPLICATIONS 2001-2002 5 SUMMER YOUTH ; SY 2003 City Yard YWDP Worksites A-Z ~ YEAR ROUND: Exited 200 ] - City Yard WIA Youth out of school A-M 2002 g YEAR ROUND: Exited 2001- City Yard WIA Youth out of school N-Z 2002 9 YEAR ROUND: Exited 2001- City Yard WIA Youth in school 2002 32 Participant Files SY `99 Vasquez, D - Zuniga, Ju Ci Yard 44 Participant Files SY `99 Sip, Sid - Tran, Ma Ci Yard 45 Worksite Files SY'02 City Yard 46 YETP Participant Files SY'O1 City Yard Gue-Hon 47 YETP Worksite Files SY-03 City Yard 1 Duplicate MIS /JTPA Participant forms 6/30/03 & EXITED ADULT AND DISLOCATED Prior City Yard WORKER DATA ENTRY FILES A-L 2 Duplicate MIS /JTPA Participant forms 6/30/03 & City Yard EXITED ADULT AND DISLOCATED Prior WORKER DATA ENTRY FILES N-Z 3 Duplicate MIS /JTPA Participant forms 6/30/03 & City Yard EXITED ADULT AND DISLOCATED Prior WORKER DATA ENTRY FILES 02-03 4 Duplicate MIS /JTPA Participant forms 6/30/03 & City Yard EXITED YOUTH Prior DATA ENTRY FILES A-L 5 Duplicate MIS /JTPA Participant forms 6/30/03 & City Yard EXITED YOUTH Prior DATA ENTRY FILES M-Z 19C-9 JTPA & FEZ PARTICIPANT FILES -DECEMBER 31, 2003 & PRIOR INVENTORY LIST (CITY YARD) 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 2003 Terminated Files 2001 Client Files CAL-COR 2001 Client Files AB- AVA 2001 Client Files IBA -LEN 2002 Terminated Files 2001 Client Files NGU -PER 2002 Client Files CHO -HER 2002 Not Interested 2003 Non-Fez Files 2001 Client Files Vil- Z 2002 Client Files MEL -TOO 2002 Waiting List Files A-F 2001 Client Files LUC-MAD 2001 Client Files MAN-MER 2002 Client Files TRU-Z 2002 Terminated Files A-G 2002 Client Files A-CHA 2001 Worksite Files 2001 Worksite Files 2001 Client Files RUE-SEN 2001 Client Files DAM-FUE 2002 Waiting List Files G-N 2002 Client Files SA-TRI 2002 Client Files P-SOL 2001 Client Files RAZ-ROS 2003 Non-FEZ Applications 2001 Camp Success Evals,& Reg Appt Logs 2001 Lunch Logs, 2001 Program Manual 2001 Client Files Ser -Syt 2002 Client Files Hon-Mar 2001 Client Files UON-VIL 2001 Client Files AV-CAD 2001 Client Files PER-RAM 2001 Client Files TAN-TRU 2001 Client Files FUI-GON 2002 Waiting List Files O-Z 2001 Client Files MOL-NGA 19C-10