HomeMy WebLinkAbout19C - DESTRUCT RECORDSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
DECEMBER 2, 2013
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
CITY MAN ER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY;
:'-C• k
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As Recommended
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As Amended
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Ordinance on 1" Reading
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Ordinance on 2 "d Reading
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Implementing Resolution
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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
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MEMORANDUM
To: Laura Sheedy, Assistant City Attorney
City Attorney's Office
From: Mark Lawrence, Assistant to the City Manager
Date: December 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.
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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
December 1,
2011 and prior
Correspondence/
December 1,
Chronological Files
Councilmember
Self- explanatory
2011 and prior
Council Requests
Mayor
Inquiries processed for Mayor
December 1,
2011 and prior
Wards 1 through 6
Inquiries processed for Councilmembers
December 1,
2011 and prior
Correspondence
General Correspondence
Self- explanatory
December 1,
2011 and prior
Staff
Inquiries processed for Staff
December 1,
2011 and prior
Monthly Status
City Manager
Self- explanatory
December 1,
Reports
2011 and prior
Payroll Records
Council /Staff
Self- explanatory
December 1,
2011 and prior
December 1,
Travel Folders
Council /Staff
Self- explanatory
2011 and prior
APPROVE: CONSENT:
David Cav zos Date Sonia R. Carvalho Date
City Manager City Attorney
RECORDS DESTROYED:
Volume
in Cubic Feet
Weight
in Pounds
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AUDITED BY:
Mark Lawrence Date
Assistant to the City Manager
20111A.1111k 1 1/
Lisa Storck
To: Assistant City Attorney Date: November 6, 2013
Senior Management Analyst
From: Community Development Agency
Subject: REQUEST FOR DESTRUCTION OF RECORDS
The Community Development Agency requests your consent to destroy city records
on the attached listing, in accordance with the retention schedule outlined in City
Council Resolution 98 -088.
JAIVO
Terri R. Eggers
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CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
Community Development Agency
2018
Record
Category
Record Series
Record Description
Record Dates
HOUSING
Tax Exempt Bond Program
Income Certification for Tenants Occuping
2003 -2008
Income Certifications
Affordable Units in Tax Exempt Bond Projects
HOUSING
Tax Exempt Bond Program
Income Certifications for Tenants Occupying
2003 -2007
Income Certifications
Affordable Units in Tax Exempt Bond Projects
HOUSING
Tax Exempt Bond Program
Income Certifications for Tenants Occupying
1996 -2001
Income Certifications
Affordable Units in Tax Exempt Bond Projects
HOUSING
Tax Exempt Bond Program
Income Certifications for Tenants Occupying
1998 -2002
Income Certifications
Affordable Units in Tax Exempt Bond Projects
7,10
HOUSING
Loan Files
All Approved paid -off Rehabilitation Loans
2007
S'yn
HOUSING
Loan Files
All Approved paid -off Rehabilitation Loans
2002
PREPARED BY:
xb -i
—Terri Eggers Date
Senior Management A st
Community Development Agency
RECORDS DESTROYED:
Number of boxes
CONCENT BY:
Date
Interim Executive
Community Deve
APPROVED BY:
� � 11-15-13
Sonia R. Carvalho Date
City Attorney
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