HomeMy WebLinkAbout19C - RECORDS DESTRUCTION REQUEST FOR _
COUNCIL ACTION
CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY:
JULY 6, 2010
TITLE: APPROVED
? As Recommended
DESTRUCTION OF ? As Amended
? Ordinance on 1 S` Reading
OBSOLETE CITY RECORDS ? Ordinance on 2"d Reading
? Implementing Resolution
? Set Public Hearing For
CONTINUED TO
FILE NUMBER
CI Y 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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o.~ 5
-
MEMORANDUM
To: Laura Sheedy, Assistant City Attorney
City Attorney's Office
From: Mark Lawrence, Executive Assistant to the City Manager
Date: July 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 July 1, 2008
and prior
Correspondence/ July 1, 2008
Chronological Files and prior
Councilmember Self-explanatory
Council Requests Mayor Inquiries processed for Mayor July 1, 2008
and prior
Wards 1 through 6 Inquiries processed for Councilmembers July 1, 2008
and prior
Correspondence General Correspondence Self-explanatory July 1, 2008
and prior
Staff Inquiries processed for Staff July 1, 2008
and prior
Monthly Status City Manager Self-explanatory July 1, 2008
Reports and prior
Payroll Records Council/Staff Self-explanatory July 1, 2008
and prior
July 1, 2008
Travel Folders Council/Staff Self-explanatory and prior
APPROV ~ CONSENT:
"l ~ ~ ~ -
David N. Ream Date oseph W. Fletche 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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MEMORANDUM
Joseph Fletcher ~:r
To: City Attorney Date: June 14~-20~ ~ ~ ~ 9• r ~
Raul Godinez ~~1 CLEF:,-; AF~A
From: Executive Director, PWA ~ ~
Subject: REQUEST FOR DESTRUCTION OF RECORDS
The Public Works Agency requests your consent to destroy city records on the attached
listing, in accordance with retention schedule outlined in City Council Resolution 2006-045
Please review this report and return a signed and dated copy of the attached pages
approving the destruction of these records.
Attachment
Cc: Taig Higgins, Principal Civil Engineer
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2010 Destruction of PWA Project Files
RECORD RECORD RECORD DESCRIPTION RECORD START RETENTIO
CATEGORY SERIES DATE / N PERIOD
RETENTION
PERIOD
Development Development Public Works requirements of Completion of
Engineering Projects approval for private Project or
Folder development projects and site Expiration of 2004 & Prior
plans. Includes copy of bond Development
release letter Agreement,
whichever is later /
5 ears
Development Certificate of Proof of Liability insurance Date Received /
Engineering Insurance and endorsement Project completion 2000 & Prior
+ 10 years
Development Street Work and Encroachment Permits Date Issued / 5
Engineering Utility Permits years 2004 & Prior
Development Transportation/ Oversized Vehicles Date Issued / 3
Engineering Wide Load years June 1,
Permits 2001 & Prior
~0`~ ~ ~ r~ ~ ~~b
I Raul Godinez Date
Executive Directo
Public Works Agency
DESTRUCTION OF THESE RECORDS APPROVED BY:
\ ~ ~ e~ r
J seph letcher Date
City Attorney
DESTRUCTION OF THESE RECORDS VERIFIED BY:
Taig Higgins Date
Principal Civil Engineer
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