HomeMy WebLinkAbout19C - DESTRUCTION OF RECORDSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
APRIL 4, 2011
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
ITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
? As Recommended
? As Amended
? Ordinance on 1" 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: April 1, 2011
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
2011
RECORD RECORD RECORD EXPIRATION
CATEGORY SERIES DESCRIPTION DATES
Chronological Files Staff Memoranda and Correspondence April 1 2009
and prior
Correspondence/ April 1. 2009
Chronological Files
Councilmember
Self-explanatory and prior
Council Requests Mayor Inquiries processed for Mayor April 1, 2009
and prior
Wards 1 through 6 Inquiries processed for Councilmembers April 1, 2009
and prior
Correspondence General Correspondence Self-explanatory April 1, 2009
and prior
Staff Inquiries processed for Staff April 1. 2009
and prior
Monthly Status City Manager Self-explanatory April 1. 2009
Reports and prior
Payroll Records Council/Staff Self-explanatory April 1, 2009
and prior
April 1. 2009
Travel Folders Council/Staff Self-explanatory and prior
APPROVE:
r
David N. Ream D to
City Manager
RECORDS DESTROYED:
Volume
in Cubic Feet
Weight
in Pounds
CONSENT:
?J 1
Joseph raka - Date
Interim City Att4rhey
AUDITED BY:
Mark Lawrence Date
Assistant to the City Manager
19C-4
MEMORANDUM
Lisa Storck
To: Assistant City Attorney Date: March 11, 2011
Interim Executive Director
From: Community Development Agency
Subject: REQUEST FOR DESTRUCTION OF RECORDS
The Community Development Agency requests your consent to destroy city records
on the attached listing, in accordance with the retention schedule outlined in City
Council Resolution 98-088.
Nancy T. E lards
19C-5
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
Community Development Agency
2011
Record
Category Record
Series
Record Description
Record Dates
HOUSING Neighborhood
Improvement:
Com Link Meeting Agendas/Minutes
Board Election Ballots
Neighborhood Hero Nomination Forms/Ballots etc.
Memorandums, Emails, Correspondence
Sign in Sheets
Copies of Meeting Flyers/Handouts 1989-2006
HOUSING Admin Agreement Files 1996-2007
HOUSING Admin Miscellaneous Files 1981-2007
HOUSING Admin US Bank Statements 2004-2007
HOUSING Admin Grants for Blocks Applications Payment Records 1999-2004
HOUSING Admin HUD Rental Rehabilitation Program 1985-1992
HOUSING Admin Bond Projects Tenant Income Cert. Forms 1997-2005
HOUSING Admin Mortgage Credit Certificate Applications 1997-1998
HOUSING Dev. Services Loans Paid Off or Denied 1994-2005
PREPARED BY:
i
Terri s Date
Senior Management Analyst
Community Development Agency
RECORDS DESTROYED:
57
Number of boxes
CONSENT BY:
n Cw w-,4 aNancy T. Edwar Date
Deputy City Man er for Development Services
Community Development Agency
APPROVED BY:
rJosep Straka Date
City Attorney
19C-6
MEMORANDUM
x?
To: Laura Sheedy, Assistant City Attorney
City Attorney's Office
From: Raul Godinez H, Executive Director
Public Works Agency
41 pl l 1C X11 11: 12
r t + ;' `A,
C, 7
Date: March 1, 2011
Subject: REQUEST FOR DESTRUCTION OF RECORDS
The Public Works Agency requests your consent to destroy city records on the attached list, in
accordance with the retention schedule outlined in City Council Resolution 2006-045.
Thank you.
Raul dinez 11
APPROVI I) 1 TO FORIM
--t f y
19C-7 A,;,i?tant City Attorney
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
PUBLIC WORKS AGENCY
2009/2010
RECORD
CATEGORY RECORD
SERIES RECORD
DESCRIPTION EXPIRATION
DATES
Construction
Engineering Project Files Complete Project
Files 2005 and prior
19C-8
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