HomeMy WebLinkAbout19C - RECORDS DESTRUCTION REQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY:
JUNE 7, 2010
TITLE: APPROVED
? As Recommended
DESTRUCTION OF ? As Amended
? Ordinance on 15i Reading
OBSOLETE CITY RECORDS ? ordinance on 2"d Reading
? Implementing Resolution
? Set Public Hearing For
CONTINUED TO
FILE NUMBER
CITY MANAGER
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 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.
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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: June 6, 2010
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.
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CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
CITY MANAGER'S OFFICE
2010
RECORD RECORD RECORD EXPIRATION
CATEGORY SERIES DESCRIPTION DATES
Chronological Files Staff Memoranda and Correspondence June 1, 2008
and prior
Correspondence/ June 1, 2008
and prior
Chronological Files Councilmember Self-explanatory
Council Requests Mayor Inquiries processed for Mayor June 1, 2008
and prior
Wards 1 through 6 Inquiries processed for Councilmembers June 1, 2008
and prior
Correspondence General Correspondence Self-explanatory June 1, 2008
and prior
Staff Inquiries processed for Staff June 1, 2008
and prior
Monthly Status City Manager Self-explanatory June 1.2008
Reports and prior
Payroll Records Council/Staff Self-explanatory June 1, 2008
and prior
June 1, 2008
Travel Folders Council/Staff Self-explanatory and prior
APPR CONSENT:
David N. Ream Da a oseph W. Fletcher Date
City Manager City Attorney
RECORDS DESTROYED: AUDITED BY:
Volume Weight Mark Lawrence Date
in Cubic Feet in Pounds Assistant to the City Manager
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