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Home My WebLink About19C - DESTRUCTION OF RECORDSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: OCTOBER 7, 2014 TITLE: DESTRUCTION OF OBSOLETE CITY RECORDS (STRATEGIC PLAN NO. 5, 1) CITY MANAGlFfR RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: M••• _01 ❑ As Recommended ❑ As Amended ❑ Ordinance on I" Reading ❑ Ordinance on 2na Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO 1012112014 Meeting not convened on 10/7/2014 FILE NUMBER due to unforeseen circumstances 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 513 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. STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's efforts to meet Goal #5 Community Health, Livability, Engagement & Sustainability, Objective #1 (Establish a comprehensive community engagement initiative to expand access to information and create opportunities for stakeholders to play an active role in discussing public policy and setting priorities). FISCAL IMPACT There is no fiscal impact associated with this item. Attachment 19C -1 19C -2 MEMORANDUM To: Maria Huizar Date: September 17, 2014 Cleric of the Council From: Treasury Services Supervisor Subject: REQUEST FOR DESTRUCTION OF RECORDS The Finance & Management Services Agency is requesting consent to destroy city records relating to the Treasury division. The City Attorney approved our request on September 11, 2014. Please add this item to the next City Council meeting schedule on October 7, 2014. Minerva H. Mancha Attachments C: Willard V. Holt, Treasury division 19C -3 MEMORANDUM TQ; Jose Sandoval, Chief Assistant City Attorney Date: August 27, 2014 City Attorney's Office From: Executive Director of Finance & Management Services_ Subject: RGQUFST FOR DESTRUCTION OF RECORDS The Finance & ylanagement Services Agency requests your consent to destroy city records relating to the Treasury Division on the attached listing, in accordance with the retention schedule outlined in City Council [resolution $006-WA& 7-013 -U►i. �. Thank you. Francisco Gutierrez Attachments C: Willard V, Holt, Treasury Division 19C -4 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE FINANCE & MANAGEMENT SERVICES AGENCY — TREASURY DIVISION 2014 19C -5 RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES BANKS Daily Bank Balance Reports of daily banking activity. Jun 2011 Report and Prior Deposit Slips Treasury's copy of all City deposit slips sent to bank Jun 2011 and Prior Returned Checks Copies of customer checks returned by bank, letters sent Ju 2011 an Prior to customers and other miscellaneous documents Statements Statements relating to investment banking, n 22 and P�lor Transfer Activity Records Documents pertaining to the wiring of funds tolfrom bank Jun 2011 accounts and Prior Jun 2011 BUSINESS Monthly Register Miscellaneous Business License Account Summary and Prior LICENSE TAX Reports Information reports. Deletion Records Deleted and /or cancelled accounts. Jun 2011 and Prior Gross Receipts & Business License Tax statements filed by business Jun 2011 Variable Assessments operators. and Prior Statements Miscellaneous Receipts Receipts for miscellaneous payments. Jun 2011 and Prior Original Applications Original business license tax applications. Jun 2011 and Prior Payment Records Statements relating to calculation and payment of Jun 2011 business license tax. and Prior Renewal Registration Statements relating to business owner information Jun 2011 Records and Prior Payments / Daily Cash Business License Tax payments received and processed Jun 2011 Receipts via Treasury cashiers. and Prior CHECKS Voided / Canceled Checks voided /canceled; issued by the City; Includes Jun 2009 Checks & Related Housing Authority, Workers Compensation, Payroll and and Prior Reports Vendor; includes checks voided as a result of printer misali nment. 19C -5 RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES CHECKS (cone.) Paid Paid checks issued b the City;, inclVes Housin Authority, Workers Cxmpensanon, ayroll and Vendor Jun 2009 and Prior checks. Transmission of all List of all Cik checks issued to allow bank to clear checks Jun 2011 �he ks issued by City to 3an�C. through ace iunt for Positive Pay purposes. and Prior DOG LICENSES Original Applications Application for Dog License; Including Rabies Vaccination Jun 2011 records. and Prior Reports Daily payment infor anon; unpostables; renewals; Jun 011 noncompliance; tag I}st; penalties and rior Payments / Daily Cash Dog License payments received and processed via Jun 2011 Prior Receipts Treasury Cashiers. and Cancellations Dog Licenses cancelled Juq 2011 and Prior HOTEL Piling Records Original Registration Jun en P TAX fo Payment Records Monthly filings and remittances Jun 2011 and Prior WATER Applications for Service Original copies of applicatio%for installation of new water Jun 2011 Prior ACD UNITS service originated by Public Works and MII,INIC fIAL Billing Register Reports Computerized reports detailing accounts billed & Jun 011 Prior U ILIT respective charges and TS Work Orders Investigations of water meter notices and meter Jun 2011 exchanges and Prior Customer files Miscellaneous information I correspondence regarding Jun 2011 customer accounts and Prior Deposit Reports List of Municipal Utility Service accounts that have a Jun 2011 deposit and Prior Payment Report Lists dail re eipts processed via Treasury Cashiers to MunicipalyUtil ity Service accounts by account number Ju 22,011 an � Pdor Payments Daily receipts processed to Municipal Utility accounts by Services Jun 2011 Prior account number and Municipal Utility Services Municipal Utility service Refunds requests and backup Jun 2011 Information and Prior Aging Report Lists balances of all Municipal Utility Service accounts Jun 2011 and Prior PARAMEDIC Billing Payments Paramedic Billing payments received by Treasury Jun 2011 and Prior PARKING Collections temization of citation payments collected by contract Jun 2011 CITATIONS service agency and Prior 19C -6 RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES Register Parking Citation Payments process by Treasury Staff Jun 2011 RAffKINC and Prior cont, Amounts Written -oft List of parking citations written -off by DMV Jun 2011 Report and Wons Referred to Itemization of citations referred to DMV for collection Roll ann Poll l DMV Collections DMV parking citation Collections Jun ^011 and Prior R FUND RKL ESTS Business Tax Off! a, Reiltt n Users Tax; a K/liso, Refund requests to Treasury Division; includes supporting documentation Jun 2011 and Prior TREASURY pallyTreasurer's Report of daily revenues received with detail payment Jun 2011 Reports Information and related working papers and Prior Treasu Investment All documents pertaining to Investment Activity Jurn C I Activity an nor TTILIaU,� ERS Ax UU Exemption Applications Homeowners low Income exemptions applications 22 ann C I Filing Records Original registrations ann 20111 Maximum Tax Filings Annual registration and maximum tax payment records Jun 2011 and Prior Payment Records Monthly filings and remittances Jun 2011 and Prior PREPARED BY: .a-7 � Minerva H. Mancha Date Treasury Services Supervisor 19C -7 CONSENT BY: Francisco Gutierrez ate Executive Director Finance & Management Services 7M�9— w- ey is R. Carvalho Date i Attorney 19C -8 Memorandum To: Maria D. Huizar, Clerk of the Council From: Records Manager Christina Holland Date: 9/24/2014 Re: Records Destruction Request Attached is request from the Police Records Division to destroy records in accordance with the City's Records Destruction Policy. If you have any questions or concerns, please feel free to contact me at x8620. Thank you. Christina Holland Santa Ana Police Department, Police Records Manager 19C -9 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE POLICE DEPARTMENT Division Name: Records Division Record Record Series Record Description Record Dates Category Original Police Crime, arrest, All crime, arrest, collision, alarm, 01/01/2007 thru Reports collision, etc. information, and vehicle reports, 12/31/2008 completed by officers Prepared by: Name: Carol Contreras Date: July 16, 2014 Title: Records Supervisor Number of boxes to be destroyed: 313 Original reports were scanned and are now accessible in LaserFiche. This is a request to destroy hard copies CONSENT B Carlos Rojas, C ie of Police Date Police Department APPROVED BY: daw-�' A . C'�— alt— ((-1 Carvalho, Sonia R. Date City Attorney 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 gf9C_1 0