HomeMy WebLinkAbout19C - DESTRUCTION OF RECORDSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
AUGUST 5, 2013
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
CI ANAGER
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 requests for the destruction of obsolete records from City departments in accordance
with the retention schedule outlined in City Council Resolution 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.
Attachments
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: August 1, 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.
19C-3
Thank you.
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 July 1, 2011
and prior
Correspondence/ July 1, 2011
Chronological Files
Councilmember
Self-explanatory and prior
Council Requests Mayor Inquiries processed for Mayor July 1, 2011
and prior
Wards 1 through 6 Inquiries processed for Councilmembers July 1, 2011
and prior
Correspondence General Correspondence Self-explanatory July 1, 2011
and prior
Staff Inquiries processed for Staff July 1, 2011
and prior
Monthly Status City Manager Self-explanatory July 1, 2011
Reports and prior
Payroll Records Council/Staff Self-explanatory July 1, 2011
and prior
July 1, 2011
Travel Folders Council/Staff Self-explanatory and prior
APPROVE:
Kevin O' - Date
Interim City Manager
RECORDS DESTROYED:
Volume
in Cubic Feet
Weight
in Pounds
CONSENT:
STonia R. Carvalho Date
City Attorney ?t.
AUDITED BY:
Mark Lawrence Date
Exec. Assistant to the City Manager
19C-4
Memorandum
To: City Attorney, Sonia Carvalho
From: Police Records Manager, Christina Holland
Date: 6/5/2013
Re: Records Destruction Request
Hello Ms. Carvalho,
For your review and approval, attached are requests from the Jail, Police Records, Fiscal and
Evidence to destroy records in accordance with the City's Records Destruction Policy.
If you have any questions or concerns, please let me know. Unless you have questions or
concerns, will you please sign and forward them to the City Clerk's office for City Council
approval. You may contact me at 245-8620, if you need additional information. Thank you.
Respectfully submitted,
Christina Holland
ell-
Z
19C-5
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
Division Name: Records Division
Record Record Series Record Description Record Dates
Category
Police Reports Crime, arrest, All crime, arrest, collision, alarm, 12/31/2006 and
collision, etc. information, vehicle reports prior
reports completed by officers
Prepared by:
Name: Carol Contreras
Date: June 3, 2013
Title: Records Supervisor
Number of boxes to be destroyed: 148
CONSENT BY:
Carlos Rojas, Chief of Police
Police Department
APPROVED BY:
v? _ lu
Carvalho, Sonia R.
City Attorney
Records destroyed by:
Date of destruction:
(?'/i1/l.3
Date
-711) l
Date
Print Name & Badge #
Signature
Once your records have been destroyed return this form to the Records Manager and keep
a copy of this form for your files.
Page 1 of 1
19C-6
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
Division Name:
Record Record Series Record Description Record Dates
Category
Time Sheets ISE Time Schedules 11/1/08-4/30/11
MAV Videos In Car Video Recordings on VHS 5/1/01-
(approved by IA) 12/31/03
Prepared by:
Name: Glenn Beach Title: Evidence & Supplies Supervisor
Date: 4/25/2013
Number of boxes to be destroyed: 2 Boxes
CONSENT BY:
Carlos Rojas, Acting Chief of Police
Police Department
Date
APPROVED BY:
Sonia R. Carvalho
`Cu" City Attorney
UI ILI t3
Date
Records destroyed by:
Print Name & Badge #
Date of destruction:
Signature
Once your records have been destroyed return this form to the Records Manager and keep
a copy of this form for your files.
Page 1 of 1
19C-7
1
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
Division Name:
Record Record Series Record Description Record Dates
Category
Jail Inmate Inmate complaints and 99,00, 02, 04,
Administration Grievances Dispositions & Disp. Hearings 05, 06, 08
reports
Jail Operations Incident Discipline Major/Minor, Incident 98, 03, 04, 05,
Reports reports, Admin. Reports, Incident 06, 07, 08,09
Memo
Jail Operations Shift Activity Officer's logs, Supervisor logs, 01, 03, 04, 05,
logs Records logs, Med. Reject logs, 06
Med. Billing. Inmate head count 07,08,09
Commissary Logs and End of shift balance, Abandoned 03, 04, 05, 06
records funds, Comm. Billing, Aaramark
Comm. Billing, Money Reports,
locker funds, pay to stay,
bonds 10 (highlighted)
Jail Chits Time-off, overtime, sick, access 08, 09, 10
Administration card logs
Jail Operations Misc. Equipment repair, Mr. Instruction, 95, 98, 06
CRSS Construction Manuals,
Training Material, Old building
Jail Operations Med. Fed. Federal Medical Files I/M 00-06
Files
Jail Operations Training Misc. Obsolete Training Materials No dates
Jail Operations Pharmacy Misc. Med. Various 00-06
Orders
Jail Operations Shift Activity Officers logs, visitor logs, mail 06, 07, 08,
logs I logs, detox logs, suicide logs, 09,10
E restraint logs, key logs, inventory
Jail Records
_.___.________.____ Court lists
? DSM, ICE, CDC, CYA, COC
-----___-- __ 07, 08, 09, 10 I
±--- --- -T.__.?
j Commissary Logs and Deposits, Receipts, Bail Deposits ! 03, 04, 05, 06,
records 07, 08, 09, 10 j
L 19C-8
r
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
Division Name:
Jail Operations Shift Activity Daily maintenance, Ad Seg. 05,06, 07
Shake down, Officer's logs,
Duress Logs, Armory Inventory,
Mail, Maintenance logs, AD Seg. 09
05
06
08
Rosters, daily shift assng. ,
,
,
Jail Records Documents Inmate Files and Records 97, 98, 99, 02,
00,01
Prepared by:
Name: SCA Thompson per Estrada Title: Records Supervisor
Date: 04/25/2013
Number of boxes to be destroyed: 1419
CONSENT BY:
i
Carlos Rojas, Chief of Police
Police Department
APPROVED BY:
?I4 - arvalho, Sonia R.
J' City Attorney
Records destroyed by:
Date
LQ ?4 1"?
Date
Print Name & Badge #
Date of destruction:
Signature
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
19C-9
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
Division Name:
Record
Category Record Series Record Description Record Dates
Payroll Leave of Authorizing absence forms 1/1/06-
Absence 12/31/07
Payroll Time Labor expenditure charges to 1/1/06-
Exception applicable Fund/Activity other 12/31/07
Sheets than home acct
Prepared by:
Name: Lori Brown Title: Police Fiscal Supervisor
Date: May 23, 2013
Number of boxes to be destroyed: 24
CONSENT BY:
Carlos Rojas, Chief of Police
Police Department
C-1111113.
Date
APPROVED BY:
?Z-?-?-
Carvalho, Sonia R.
-?" City Attorney
Date
Records destroyed by:
Print Name & Badge #
Date of destruction:
Signature
Once your records have been destroyed return this form to the Records Manager and keep
a copy of this form for your files.
Page 1 of 1
19C-10