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HomeMy WebLinkAbout19C - DESTRUCTION OF RECORDS REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY: SEPTEMBER 3, 2013 TITLE: APPROVED ? As Recommended DESTRUCTION OF El As Amended E] Ordinance on I" ordinance on 2 Reding OBSOLETE CITY RECORDS El ? Implementing Resolution ? Set Public Hearing For CONTINUED TO FILE NUMBER CI AGER RECOMMENDED ACTION 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 56 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 Pi. PT MEMORANDUM To: Laura Sheedy, Assistant City Attorney City Attorney's Office From: Mark Lawrence, Executive Assistant to the City Manager Date: September 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. Thank you. 19C-3 1 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 August 1, 2011 and prior Correspondence/ August 1, 2011 Chronological Files and prior Councilmember Self-explanatory Council Requests Mayor Inquiries processed for Mayor August 1, 2011 and prior Wards 1 through 6 Inquiries processed for Councilmembers August 1, 2011 and prior Correspondence General Correspondence Self-explanatory August 1, 2011 and prior Staff Inquiries processed for Staff August 1, 2011 and prior Monthly Status City Manager Self-explanatory August 1, 2011 Reports and prior Payroll Records Council/Staff Self-explanatory August 1, 2011 and prior August 1, 2011 Travel Folders Council/Staff Self-explanatory and prior APPROVE: CONSENT: Kevin O'Rourke Date Sonia R. Carvalho Date Interim City Manager City Attorney RECORDS DESTROYED: AUDITED BY: Volume Weight Mark Lawrence Date in Cubic Feet in Pounds Exec. Assistant to the City Manager 19C-4 MAYOR INTERIM CITY MANAGER Miguel A. Pulido Kevln O'Rourke MAYOR PRO TEM CITY ATTORNEY Sal Tinajero Sonia R. Csrvalho COUNCILMEMBERS CLERK OF THE COUNCIL Angelica Amezcua Maria D. Hulzar P. David Senavides ` _ Michele Martinez Roman Rayne Vincent F. Sanniento CITY OF SANTA ANA 20 Civic Center Plaza • P.O. Box 1988 Santa Ana, California 92702 (714) 647-6900 T0: Laura Sheedy, Assistant City Attorney From: Bich Ta Date: July 24, 2013 Re: Request for destruction of records The Clerk of the Council requests your consent to destroy city records on the attached listing, in accordance with the retention schedule outlined in City Council Resolution 2013-014. o 19C-5 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE FINANCE AND MANAGEMENT SERVICES (July 2013) RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES June 2010 ACCOUNTS Cash Requirement Lists paid invoices by vendor. and prior PAYABLE (AP 50) June 2010 Vendor Payment Supporting documentation to pay disbursements for City and prior Documents expenditures. Not for Grants or Capital Projects Bids and proposals Original bid, bids received, bid list, advertising record June 2010 and prior Self- explanatory June 2011 Travel Request and and prior ex enserepo rt PREPARED BY: Vicki Elmore Ross_ CONSENT BY: APPROVED BY: I Nrs "t- . © 71Z? o I Francisco Gutierrez Date Date Executive Director of Finance RECORDS DESTROYED: APPROVED BY: c Number of Boxes Sonia Carvalho Date City Attorney 19C-6