HomeMy WebLinkAbout19C - DESTRUCTION OF RECORDSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
FEBRUARY4, 2014
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
CITY MANAGOR
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CLERK OF COUNCIL USE ONLY:
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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 2nd 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.
The Citywide Records Retention Schedule has specific retention periods for many City documents.
The Schedule is modeled after the California Secretary of State's sample for local government and
incorporates other statutory periods applicable to Santa Ana. These are minimum retention
periods. Each department makes discretionary decisions on whether to retain records past the
minimum requirements.
FISCAL IMPACT
There is no fiscal impact associated with this item.
Attachment
19C -1
19C -2
MEMORANDUM
To: Laura Sheedy, Assistant City Attorney
City Attorney's Office
From: Mark Lawrence, Assistant to the City Manager
Date: February 1, 2014
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 -01.4.
Thank you.
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19C -3
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
CITY MANAGER'S OFFICE
2014
RECORD
RECORD
RECORD
EXPIRATION
CATEGORY
SERIES
DESCRIPTION
DATES
Chronological Files
Staff
Memoranda and Correspondence
February 1,
2012 and prior
Correspondence/
February 1,
Chronological Files
Councilmember
Self- explanatory
2012 and prior
Council Requests
Mayor
Inquiries processed for Mayor
February 1,
2012 and prior
Wards 1 through 6
Inquiries processed for Councilmembers
February 1,
2012 and prior
Correspondence
General Correspondence
Self- explanatory
February 1,
2012 and prior
Staff
Inquiries processed for Staff
February 1,
2012 and prior
Payroll Records
Council /Staff
Self- explanatory
February 1,
2012 and prior
February 1,
Travel Folders
Council /Staff
Self- explanatory
2012 and prior
APPROVE:
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David Cavazos Pbte
City Manager
RECORDS DESTROYED:
Volume
in Cubic Feet
Weight
in Pounds
CONSENT:
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nia R. Ca Date
City A rney
19C -4
AUDITED BY:
Mark Lawrence Date
Assistant to the City Manager