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Home My WebLink About19C - DESTRUCTION OF RECORDSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: JULY 16, 2012 TITLE: DESTRUCTION OF OBSOLETE CITY RECORDS CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ? As Recommended ? As Amended ? Ordinance on 15` Reading ? Ordinance on 2nd 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. 19C-1 19C-2 I MEMORANDUM To: Laura Sheedy, Assistant City Attorney City Attorney's Office From: Executive Director of Finance & Management Services Date: June 21, 2012 Subject: REQUEST FOR DESTRUCTION OF RECORDS The Finance & Management Services Agency requests your consent to destroy city records relating to the Treasury Division on the attached listing, in accordance with the retention schedule outlined in City Council Resolution 2006-045. Thank you. Francisco Gutierrez LkI Attachments C: Christine C. Duarte, Treasury Division 19C-3 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE FINANCE & MANAGEMENT SERVICES AGENCY - TREASURY DIVISION 2012 RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES BANKS Daily Bank Balance Reports of daily banking activity. Jun 2009 Report and Prior Deposit Slips Treasury's copy of all City deposit slips sent to bank Jun 2009 and Prior Returned Checks Copies of customer checks returned by bank, letters sent Y Jun 2009 and Prior to customers and other miscellaneous documents Statements Statements relating to investment banking. and Prior Transfer Activity Records Documents to the wiring of funds to/from bank pertaining 9 Jun 2009 accounts and Prior Jun 2009 BUSINESS Monthly Register Miscellaneous Business License Account Summary and Prior LICENSE TAX Reports Information reports. Deletion Records Deleted and/or cancelled accounts. Jun 2009 and Prior Gross Receipts & Business License Tax statements filed by business Jun 2009 Variable Assessments operators. and Prior Statements Miscellaneous Receipts Receipts for miscellaneous payments. Jun 2009 and Prior Original Applications Original business license tax applications. Jun 2009 and Prior Payment Records Statements relating to calculation and payment of Jun 2009 business license tax. and Prior Renewal Registration Statements relating to business owner information Jun 2009 Records and Prior Payments / Daily Cash Business License Tax payments received and processed Jun 2009 Receipts via Treasury cashiers. and Prior CHECKS Voided / Canceled Checks voided/canceled; issued by the City; includes Jun 2007 Checks & Related Housing Authority, Workers Compensation, Payroll and and Prior Reports Vendor; includes checks voided as a result of printer misalignment. 19C-4 FRECORDY TEGOR RECORD SERIES RECORD RECORD DESCRIPTION DATES CKS (cont.) Paid Paid checks issued by the City includes Housing Authority, Workers Compensafion Payroll and Vendo Jun 2007 , r checks. and Prior Transmission of all checks issued by City to List of all City checks issued to allow bank to clear checks through account for Positive Pay purposes Jun 2009 Bank. . and Prior DOG LICENSES Original Applications Application for Dog License; Including Rabies Vaccination Jun 2009 records. and Prior Reports Daily payment information; unpostables; renewals; noncompliance; tag list; penalties Jun 2009 and Prior Payments / Daily Cash Receipts Dog License payments received and processed via T Jun 2009 reasury Cashiers. and Prior Cancellations Dog Licenses cancelled Jun 2009 and Prior HOTEL VISITORS TAX Filing Records Original Registration Jun 2009 and Prior Payment Records Monthly filings and remittances Jun 2009 and Prior WATER ACCOUNTS Applications for Service Original copies of applications for installation of new water 009 service originated by Public Works ;and:Prior MUNICIPAL UTILITY Billing Register Reports Computerized reports detailing accounts billed & 2009 ACCOUNTS respective charges and Prior Work Orders Investigations of water meter notices and meter Jun 2009 exchanges and Prior Customer files Miscellaneous information / correspondence regarding Jun 2009 customer accounts and Prior Deposit Reports List of Municipal Utility Service accounts that have a Jun 220909 deposit ; and ior Payment Report Lists daily receipts processed via Treasury Cashiers to M i Jun 09 un cipal Utility Service accounts by account number and Prior Payments Daily receipts processed to Municipal Utility accounts by Jun 2009 Services account number and Prior Municipal Utility Services Municipal Utility service Refunds requests and backup Jun 2009 information and Prior Aging Report Lists balances of all Municipal Utility Service accounts Jun 2009 and Prior PARAMEDIC Billing Payments Paramedic Billing payments received by Treasury Jun 2009 and Prior PARKING CITATIONS Collections Itemization of citation payments collected by contract Jun 2009 service agency and Prior 19C-5 RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES PARKING Register Parking Citation Payments process by Treasury Staff Jun 2009 CITATIONS and Prior (cont ) . Amounts Written-off Report List of parking citations written-off by DMV Jun 2009 and Prior DiMVons Referred to Itemization of citations referred to DMV for collection Jun 2009 and Prior DMV Collections DMV parking citation Collections Jun 2009 and Prior REFUND REQUESTS Business Tax Office- Utility Users Tax; & Misc Refund requests to Treasury Division; includes supporting documentation Jun 2009 . Refunds and Prior TREASURY Daily Treasurer's Re orts Report of daily revenues received with detail payment i f Jun 2009 p n ormation and related working papers and Prior Treasury Investment A ti it d All documents pertaining to Investment Activity Jun 2009 c v y Recor s and Prior UTILITY USERS TAX (UUT) Exemption Applications Homeowners low income exemptions applications Jun 2009 and Prior Filing Records Original registrations Jun 2009 and Prior Maximum Tax Filings Annual registration and maximum tax payment records Jun 2009 and Prior Payment Records Monthly filings and remittances Jun 2009 and Prior PREPARED BY: Minerva H. Mancha Date Treasury Services Supervisor CONSENT BY: 7 L1 !Z Francisco Gutierr Date Executive Director Finance & Management Services RECORDS DESTROYED: 10 Number of Boxes APPROVED BY: 9. '\.. ?'.1GV ;71 //_Z Sonia R. arva X Date City Attorney 19C-6