HomeMy WebLinkAbout19C - DESTRUCTION OF RECORDSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JUNE 3, 2013
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
CIT?MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
? As Recommended
? As Amended
? Ordinance on 1St Reading
? Ordinance on 2nd Reading
? Implementing Resolution
? Set Public Hearing For_
CONTINUED TO
FILE NUMBER
Approve the request for the destruction of obsolete records from the City Manager's Office in
accordance with the retention schedule outlined in City Council Resolution No. 2013-014.
DISCUSSION
On April 1, 2013, 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 period in which records need to be retained. 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: June 3, 2013
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 2013-014.
Thank you.
71,
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CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
CITY MANAGER'S OFFICE
2013
RECORD RECORD RECORD EXPIRATION
CATEGORY SERIES DESCRIPTION DATES
Chronological Files Staff Memoranda and Correspondence May 1, 2011
and prior
Correspondence/ May 1. 2011
Chronological Files
Councilmember
Self-explanatory and prior
Council Requests Mayor Inquiries processed for Mayor May 1, 2011
and prior
Wards 1 through 6 Inquiries processed for Councilmembers May 1, 2011
and prior
Correspondence General Correspondence Self-explanatory May 1, 2011
and prior
Staff Inquiries processed for Staff May 1, 2011
and prior
Monthly Status City Manager Self-explanatory May 1, 2011
Reports and prior
Payroll Records Council/Staff Self-explanatory May 1. 2011
and prior
May 1, 2011
Travel Folders Council/Staff Self-explanatory and prior
APPROVE:
Kevin O'Rourke Date
Interim City Manager
RECORDS DESTROYED:
Volume
in Cubic Feet
Weight
in Pounds
CONSENT:
onia R. Carvalho Date
City Attorney
AUDITED BY:
Mark Lawrence Date
Exec. Assistant to the City Manager
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