HomeMy WebLinkAbout19C - DESTRUCTION OF RECORDSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
NOVEMBER 7, 2011
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
? As Recommended
? As Amended
? Ordinance on 1s` 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.
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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: November 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 November 1,
2009 and prior
Correspondence/ November 1.
Chronological Files
Councilmember
Self-explanatory 2009 and prior
Council Requests Mayor Inquiries processed for Mayor November 1.
2009 and prior
Wards 1 through 6 Inquiries processed for Councilmembers November 1,
2009 and prior
Correspondence General Correspondence Self-explanatory November 1.
2009 and prior
Staff Inquiries processed for Staff November 1.
2009 and prior
Monthly Status City Manager Self-explanatory November 1
Reports ,
2009 and prior
Payroll Records Council/Staff Self-explanatory November 1,
2009 and prior
November 1,
Travel Folders Council/Staff Self-explanatory 2009 and prior
APPROVE:
Paul M. Walters Date
City Manager
RECORDS DESTROYED:
Volume
in Cubic Feet
Weight
in Pounds
CONSENT:
\ ''
f t,-,ta / .DC
Joseph Straka Date
Interim City Att ney
AUDITED BY:
Mark Lawrence Date
Assistant to the City Manager
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} z.. , , ?? ..1 Vii: o ?• t l?
MEMORANDUM
Laura Sheedy
To: Assistant City Attorney
Date: August 31, 2011
Interim Executive Director
From: Community Development Agency
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.
Nancy T. eards
19C-5
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
Community Development Agency
?n11
Record Record
Category Series Record Description Record Dates
ECONOMIC Enterprise Zone EZ Hiring Credit Vouchers, Applications and July - August 1999
DEVELOPMENT Hiring Credit supporting documents (1 boxes)
Vouchers
Enterprise Zone EZ Hiring Credit Vouchers, Applications and April - June 2002
Hiring Credit supporting documents (1 boxes)
Vouchers
Enterprise Zone EZ Hiring Credit Vouchers, Applications and April - June 2003
Hiring Credit supporting documents (1 boxes)
Vouchers
Enterprise Zone EZ Hiring Credit Vouchers, Applications and Jan-Dec 2004
Hiring Credit supporting documents (2 boxes)
Vouchers
Enterprise Zone EZ Hiring Credit Vouchers, Applications and Apr-04
Hiring Credit
Vouchers supporting documents (1 boxes)
Enterprise Zone EZ Hiring Credit Vouchers, Applications and Oct-Dec 2004
Hiring Credit supporting documents (1 boxes)
Vouchers
Enterprise Zone EZ Hiring Credit Vouchers, Applications and Jan-Dec 2005
Hiring Credit
Vnijrhprs supporting documents (2 boxes)
ADMIN SERVICES Personnel Records Request for certification, application for January 2002 -
employment, probation/annual evaluations, December 2010
certificates and awards, emergency contact
information sheet, notice of separation and
applicable documentation. (2 boxes
PREPARED BY:
Terri Eggers ?,` j Date
Senior Management Analyst
Community Development Agency
RECORDS DESTROYED:
11
Number of boxes
CONSENT BY:
w -'ry & zz'. V
Nanc dwards Date
Inter Executive Director
Community Development Agency
APPROVED BY:
2?'
Joseph Straka Date
Interim City Attorney
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MEMORANDUM
To: Joseph Straka, Interim City Attorney
City Attorney's Office
From: Kathie S. Gonzalez, Executive Director
Personnel Services Department
Date: October 10, 2011
Re: REQUEST FOR DESTRUCTION OF RECORDS
The Personnel Services Department requests your consent to destroy City
and Department of Transportation (DOT) records on the attached list, in
accordance with the retention schedule outlined in City Council
Resolution number 2006-045 and the U.S. DOT Office of the Secretary,
Office of Drug and Alcohol Policy and Compliance.
Thank you.
Kathie S. Gonzalez, Executive Director -
Personnel Services
cc: Anita Queen
Mary Kelley
APPROVED:
J sep Straka,
Interim City Attorney
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w
Records:
o Negative and cancelled DOT drug test results, and alcohol test
results with a concentration of less than 0.02, for the following
calendar years: 2005, 2006, 2007, 2008 and 2009;
o Scheduling of DOT drug tests for the following calendar years: 2005,
2006, 2007, 2008 and 2009;
Department of Transportation (DOT) Record Keeping Regulations 65 FR
79526 as amended by 66 FR 41955, August 9, 2001, Section 40.333 What
Records Must Employers Keep? require employers to keep the above
records for a minimum period of one year.
o Verified positive drug test results,
concentration of more than 0.02,
2004 and 2005.
and alcohol test results with a
for the following calendar years:
Department of Transportation (DOT) Record Keeping Regulations 65 FR
79526 as amended by 66 FR 41955, August 9, 2001, Section 40.333 What
Records Must Employers Keep? require employers to keep the above
records for a minimum period of five years.
19C-8
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
Division Name: PROFESSIONAL STANDARDS DIVISION
Record Category Record Series Record Description Record Dates
ADMINISTRATIVE
INVESTIGATIONS EMPLOYEE
ACCIDENTS ACCIDENTS INVOLVING ON-
DUTY DEPARTMENTAL
PERSONNEL 1/1/05 to
12/31/05
ADMINISTRATIVE
INVESTIGATIONS K-9 REPORTS INVESTIGATIONS OF K-9 BITE
INCIDENTS 1/1/05 to
12/31/05
ADMINSITRATIVE
INVESTIGATIONS USE OF
FORCE IN-CUSTODY INJURIES AND
USE OF FORCE 1/1/05 to
12/31/05
ADMINISTRATIVE
INVESTIGATIONS OFFICER
INVOLVED
SHOOTINGS INVESTIGATIONS OF OFFICER
INVOLVED SHOOTINGS 1/1/05 to
12/31/05
CITIZEN
COMPLAINTS BY
EMPLOYEE
NAME INVESTIGATIONS OF ALLEGED
EMPLOYEE MISCONDUCT 1/1/05 to
12/31/05
CIVIL CLAIMS BY CLAIMANT INVESTIGATIONS OF CLAIMS 1/1/05 TO
12/31 /05
Prepared by:
Name: C. DuQuin Title: Sr. Legal Secretary
Date: June 2, 2011
Number of boxes to be destroyed: 15
CONSENT BY:
?----G'
Paul M. Walters, Chief of Police Date
Police Department
APPROVED BY:
e Straka Date
Page 1 of 2
19C-9
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
Division Name: PROFESSIONAL STANDARDS DIVISION
Records destroyed by:
Print Name & Badge # Signature
Date of destruction:
Once your records have been destroyed return this form to the Records Manager and keep
a copy of this form for your files.
Page 2 of 2
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