HomeMy WebLinkAbout19C - DESTRUCTION OF RECORDSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
SEPTEMBER 6, 2011
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
? As Recommended
? As Amended
? Ordinance on 1s1 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 513 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: September 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.
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Thank you.
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 September 1,
2009 and prior
Correspondence/ September 1,
Chronological Files
Councilmember
Self-explanatory 2009 and prior
Council Requests Mayor Inquiries processed for Mayor September 1.
2009 and prior
Wards 1 through 6 Inquiries processed for Councilmembers September 1,
2009 and prior
Correspondence General Correspondence Self-explanatory September 1,
2009 and prior
Staff Inquiries processed for Staff September 1,
2009 and prior
Monthly Status City Manager Self-explanatory September 1,
Reports 2009 and prior
Payroll Records Council/Staff Self-explanatory September 1,
2009 and prior
September 1,
Travel Folders Council/Staff Self-explanatory 2009 and prior
APPROVE:
Paul M. Walters
City Manager
RECORDS DESTROYED:
Date
Volume
in Cubic Feet
Weight
in Pounds
CONSENT:
-2?
6
Joseph Straka Prate
Interim City Attorn
AUDITED BY:
Mark Lawrence Date
Assistant to the City Manager
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MEMORANDUM
To: Interim City Attorney Date: August 16, 2011
From: Gerardo Mouet, Executive Director
Parks, Recreation and Community Services
Agency
Subject: REQUEST FOR DESTRUCTION OF RECORDS
The Parks, Recreation and Community Services Agency 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.
Gerardo Mouet
Attachment
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N
PARKS, RECREATION AND COMMUNITY SERVICES AGENCY
DESTRUCTION OF RECORDS
RECORD CATEGORY RECORD SERl£S RECORD DESCRIPTION RECORD DATE
PAYROLL Exception Sheets Forms to charge labor e=estoappIcable
& Activity other th an ho cember 2007 and prior
Leave of Absence Authorizing absence forms December 2007 and prior
PURCHASING Direct Payment Voucher Generated payment to City vendor/creditor; used in lie
of PO when item & vendor known. Includes invoices.
Jury 1,2007 -June 30, zoos
DOCUMENTATION
Requisitions Agency requests to FMSA to locate best vendor for
identified goods/items
December 2008 and nor
p
Purchase Orders Forms generated from Purchase Requisitions June 2006 and prior
Weed & Seed Grant 1997
2002
MCAN (Minnie
Community Action
Network -
1999-2000
McFadden Technology
Center
October 1, 2003 -March 31, 2005
A. C. E. E. January 23, 2002- June 30, 2002
Visual Arts Program July 1, 2002 - June 30, 2003
Lunch Program 1999
S
t
b
-
e
em
er 2005
ABC 2001
2002
ABC - Corbin -
October 1999 - September 2001
GRANT Pro ect Connection Participant forms
All expense source docum
t
d 2001
2003
S Reading Readiness .
en
s an
copies of billing and payment information -
2002
2003
CDBG -
1999
200
Project Pride -
3
October 1, 1994 - September 30, 1997
Minnie Street 2001
2002
Cambodian Famil -
2001
200
-
2
Human O tions 2001
200
-
2
FACT 2001
200
-
5
Safe Haven 1995
199
-
7
ESG 2005
200
-
6
Access Arts & Access
S orts
2002 - 2003
BOC (Year 2) April 1, 2005 - March 31, 2006
Seniors on the Go 2003 - 2004
PERSONNEL Job Applications Applications for employment and resumes for not-hired
applicants. 2007 and rio
P r
TREASURY Daily Treasurer's Report
i Report of daily revenues received with detail payment
nformation & related working papers
December 2003 and prior
PREPARED BY:
J
y/l-7
Liz . Solis Date
A
Records Destroyed:
counting Assistant
PRCSA -Budget & Accounting Section
CONSENT:
Gerardo Mouet, Executive Director Date
Parks, Recreation & Community Services Ay--ncy
APPROVED BY:
70 61 A
w n ?
Number of Boxes 5oseph Straka Date
Interim City Attorney
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