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Home My WebLink About19C - DESTRUCTION OF RECORDS_WITH SIGNATURESMEMORANDUM Lisa Storck To: Assistant City Attorney Terri Eggers From: Sr. Community Development Analyst 2014 NOY 17 Pl! 2: 20 CITY OF SANTA ANA CLERK OF COUP, CH, Date: November 6, 2014 Subject: REQUEST FOR DESTRUCTION OF RECORDS The Community Development Agency requests your consent to destroy the city records identified on the attached listing in accordance with the retention schedule outlined in City Council Resolution 2006 -045. Thank you, J Terri Eggers 19C -13 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE Community Development Agency 2014 Record Record Category Series Record Description Record Dates ADMIN SVCS Loan Files Documents pertaining to the Jan 1985 -Dec commercial rehab loans 1988 ADMIN SVCS Loan Files Documents pertaining to the Jan 1985 -Dec commercial rehab loans 1988 ADMIN SVCS Employee Reference for current and /or Jan 2003 -Dec Kardex File separated full /part time employee 2008 Cards information. ADMIN SVCS Action Items RFCAs and staff reports to Jan 1997 -Dec commissions Aciency and other 2008 PREPARED BY: 44 Terri Eggers Date Senior Community evelopment Analyst Community Development Agency RECORDS DESTROYED: 10 boxes Number of boxes CONSENT BY: I� ifltV IL1 < II Reender. Date E ecutive Director Community Development Agency APPROVED BY: w ,r Sonia R. Carvalho Date r j /j Z / /e,( City Attorney l 19C -14 ca= MEMORANDUM To: Sonia R. Carvalho Date: March 3, 2015 From Maria D. Huizar. Clerk of Subject: 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. Thank you Maria D. Huizar Attachments I:IRECORDS, RETENTION& DESTRUCTIONICLERK 20141MEMO-DEPT RECORDS DESTR REQUEST MADE TO CAO 201400C CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE CLERK OF THE COUNCIL OFFICE 2014 RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD DATES RETENTION PERIOD BOARDS AND Applications Applicants not selected 2008-2011 2 years COMMISSIONS CLERK- Miscellaneous Includes both incoming and outgoing 2009-2012 2 years ADMINISTRATION Correspondence general correspondence, including letters and e-mail along with citizen feedback; Various files, not related to specific cases and not otherwise specifically covered by the retention schedule. COUNCIL Agendas Original Meeting Agendas: City Council, 2012 Hardcopy - 2 MEETINGS Redevelopment Agency, Successor years; Imaging Agency, Santa Ana Financing Authority, Copy - Special Meetings, Commissions — agendas Permanent (2004 and packets can be imaged immediately for to present) permanent retention, if desired. A paper copy can be maintained for one year, if desired. Agenda Notices Notices — Public Meetings including Special 2012 2 years Meetings. Agenda Publications Affidavits of Publication / Posting - Proof of 2012 2 years publication or posting of legal notices — examples of legal notices: Notice of Public Hearing, Notice of Lien, etc. Agenda Packets Council Meeting, Successor Agency, Santa 2012 Hardcopy - 2 Ana Financing Authority, Commissions years, Imaging - agenda packet materials, e.g., Requests for Permanent Council Action (RFCA's) and backup (available from information on Council Agenda items - 2004 to present Originals can be imaged immediately for only) permanent retention, if desired. The imaged record can serve as the permanent record, if desired. ELECTIONS Assessment District Public Business Improvement District 2008 6 months after Ballots, Prop 218 "PBID" AKA Community Management election Dsirtict "CMD" Payroll Leave of Absence Requests and copy of 2007-2012 2 years Departmental Payroll Reports RECORD RECORD SERIES RECORD DESCRIPTION RECORD DATES RETENTION .CATEGORY PERIOD FINANCE Clerk of the Council Copies of Direct Payment Vouchers 2006-2012 2 Years (Financial Operating Budget, (DPV's), Materials Releases (MR's), Documents) Purchasing, Purchase Orders (PO's), Cash Revenue Requisitions, Purchase Receipts and other Clerk expenditure Orders records MISC. LOGS Alcoholic Beverage Control (ABC) 2011 3 Years PUBLIC RECORDS Public Records Requests from the public for documents 2011 2 Years REQUESTS Requests retained by the City PREPARED BY: Norma Mitre Date Sr. Deputy Clerk of the Council RECORDS DESTROYED: Number of Boxes CONSENT BY: '-E/` ` kL,.,, Z) • lil-xtbay Maria D. Huizar Date Clerk of the Council I% a R. Carvalho Attorney CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE FINANCE AND MANAGEMENT SERVICES 2014 RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION RETENTION MUNICIPAL Deposit Reports . Daily Cash Deposits — 2005 CU+3 UTILITY GC34090 ACCOUNTS • Daily Cash Deposits — 2004 • Daily Cash Deposits — 2002 f Daily Cash Deposits — 2006 • Daily Cash Receipts 1996-1997 MAINTENANCE Service Request . Building Maintenance Work Completed — 1989 2 years Report PURCHASING Vendor Payment . Box 21 Purchasing —Vendor Information Current Year +3 DOCUMENTS Documents 14563-16394 2007-2008 • Box 22 Purchasing — Vendor Information 16411-17490 2007-2008 • Box 23 Purchasing — Vendor Information 17493-18746 2007-2008 . Box 25 Purchasing — Vendor Information 20091-20859 2007-2008 • Box 27 Purchasing — Vendor Information 21388-22744 2007-2008 . Box 28 Purchasing — Vendor Information 22744-24567 2007-2008 • Box 29 Purchasing — Vendor Information 24585-26797 2007-2008 • Box 30 Purchasing —Vendor Information 26827-27559 2007-2008 • Box 32 Purchasing — Vendor Information 29448-31492 2007-2008 > Box 34 Purchasing — Vendor Information 33211-34195 2007-2008 • Box 35 Purchasing — Vendor Information 34200-34854 2007-2008 Box 38 Purchasing — Vendor Information Refunds Only 2007-2008 . Box XX Purchasing — Vendor Information 1-140 2007-2008 • Box XX Purchasing — Vendor Information 16102-19804 2003 • Box XX Purchasing —Vendor Information 320-320 2007-2008 RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION RETENTION • Box XX Purchasing — Vendor Information 500-552 2007-2008 PREPARED BY: Mrll„q!` j V Maria D. Huizar Date Clerk of the Council RECORDS DESTROYED: 22 Number of Boxes CONSENT BY: "�°'�iS1'�>.``i�i'�9:;• 19,1,--� .�313I1�`" Executive Director Date Department Name EGO Attorney -3-3 -/-5- Attorney -/5- CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE FINANCE AND MANAGEMENT AGENCY 2014 RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD ' 'DATES Vendors #20636-#22077 2006-2007 Vendors #33851-#35662 & Various 2006-2007 Vendors #367545777 2006-2007 Vendors #118841297 2006-2007 Vendors #130341322 2006-2007 Vendors #26817-#27742 2006-2007 Vendors #32530-#33252 2006-2007 Vendors #14367-#16394 2006-2007 Vendors Various & Refunds 2006-2007 Vendors #164011-#17525 2006-2007 Vendors #27743-#29646 2006-2007 Vendors #31380-#32529 2006-2007 Vendors #29654431379 2006-2007 Vendors Various #2010-22 2006-2007 Vendors #10136412618 2006-2007 Vendors #17538418742 2006-2007 Vendors #25307-#26797 2006-2007 Vendors #19860420635 2006-2007 Vendors #18748-#19849 2006-2007 Vendors #320-(2010-23) 2006-2007 Vendors #1424251 2006-2007 Vendors #7374410112 2006-2007 Vendors #324843675 2006-2007 Vendors #6294820 2006-2007 Vendors #3254500 2006-2007 Vendors #29654431379 2006-2007 Vendors #1541-#3235 2006-2007 Vendors #280-#320 2006-2007 Vendors #22936-#25294 2006-2007 Vendors #5785-#7369 2006-2007 RECORD CATEGORY RECORD.` SERIES RECORD DESCRIPTION '<- RECORD 'DATES Vendors #22751-#25655 2006-2007 Vendors 320 Dec. 2006-320 Mar. 2007 2006-2007 Vendors #5554649 2006-2007 Vendors #82241175 2006-2007 Petty Cash Receipts 01-097-02-053 2006-2007 Petty Cash Receipts 04-011-04-113 2006-2007 Petty Cash Receipts 2010-13 #16 2006-2007 Daily Cash Reports 7/1-12/31/1996 Daily Cash Reports 1/1-6/30/1996 Daily Cash Reports 1/1-6/30/1997 Daily Cash Reports 1/1-6/30/1998 Daily Cash Reports 7/1-12/31/1998 Daily Cash Reports Jan. 1994 —Sept. 1995 Daily Cash Reports 1/1-6/30/1995 Daily Cash Reports 7/1-12/31/1997 Daily Cash Reports 1/1-6/30/1991 Daily Cash Reports 7/1-12/31/1995 Daily Cash Reports July-Sept 1995 Misc. Receipts 1996-1997 Loc Nguyen — Thanh Vu S-T-V-W 7/1/04-6/30/05 PCKS SQ 161 Box #3 DPVs 3 Apartment Job Description 04-05 25151-32799 2004 N-Z 2006 A-L 2006 2006-1-2-3-4 A-W 7/1/2004-6/30/2005 M-Z PY2006 46200-46798,34400- 34998 Box 1 2005 33855-34399,44004- 46198 Box 2 2005 32802-40794 Box 2 2004 RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD DATES A -L Box 8 2006 6/05-12/05 Box 4 GHJKL 7/1/04-6/30/05 Box 4 40200-41699 Box 3 2004 41200-44480 Box 5 2004 5/6/05-10/11/05, 7/8/05- 11/12/05 Box 3 41703-42800 Box 4 2004 Jan 2006-406 Box 5 PREPARED BY: 13. -6 /1 Maria D. Huizar d Date Clerk of the Council RECORDS DESTROYED: 71 Number of Boxes CONSENT BY: Executive Director Date Department Name 29 is R. Carva ho---___ Date Attorney CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE COMMUNITY DEVELOPMENT AGENCY 2014 RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD DATES ADMIN SERVICES CDBG / ESG / HPRP • Box 173 ESG/CDBG Applications 5 YEARS FROM FY DATE • Box 174 CDBG Applications Destroy 2009 Code of Civil • Box 174 CDBG Applications Destroy 2010 Procedures Sec. 337 GC 34090 • Box 175 OC Crazies — SMEDA 02/03 CDBG Applications • Box 176 CDBG 02/03 Applications (Non -Social Programs) • Box 177 ESG Applications Destroy 2009 • Box 178 ESG/CDBG Applications Destroy 2009 • Box 179 CDBG Applications Destroy 2010 Inn GDRG- Applications Destroy 2010 181 CDBG- Applications Destroy 2010 • Box 182 CDBG Applications Destroy 2010 • Box 183 CDBG Applications Destroy 2010 • Box 184 CDBG Applications Destroy 2010 • Box 185 ESG/CDBG Applications Destroy 2010 • Box 188 CDBG Applications Destroy 2009 • Box 194 CDBG Applications Destroy 2009 • Box 196 CDBG Applications Destroy 2008 • Box 196 CDBG Applications Destroy 2008 • Box 197 CDBG Applications Destroy 2009 • Box 198 CDBG Applications Destroy 2011 • Box 199 CDBG Applications Destroy 2011 • Box 200 CDBG Applications Destroy 2011 • Box 201 CDBG Applications Destroy 2011 RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES • Box 202 CDBG Applications Destroy 2011 • Box 203 CDBG Applications Destroy 2011 • Box 204 ESG Applications Destroy 2011 • Box 205 ESG Applications Destroy 2011 • Box 208 CDBG Applications Destroy 2011 • Box 256 ESG/CDBG Applications Destroy 2012 A--Bex-260-C-DB6 Applmattorr--Bestrey-2&1-2- ^•—Wcyrk-eenter-ettent-Infe"atie a---2904 ADMIN SERVICES PROJECT FILES .-WNe a:t� �.,,��t-Forfeiture-Farrd 3 years Destroy 2010 Code of Civil Procedures Sec. 337 GC 34090 .-6car�d-6ap6fahPre}eete�L-i�rery-Parks & Recreation and Misc. - destroy 2012 /JAI ///�/mol Maria D. Huizar Date Clerk of the Council RECORDS DESTROYED: 33 Number of Boxes CONSENT BY: i ,) ( 11IavJtN Executft Director Date Department Name APPROVED BY: - if/�i� Sonia R. Carvalho Da e City Attorney CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE COMMUNITY DEVELOPMENT AGENCY 2014 RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES ADMIN Workforce Investment Act (WIA) & Federal Paperwork, YR10-50, SERVICES Empowerment Zone (FEZ) Destroy 2008 2001-2002 Workforce Investment Act (WIA) & Federal Paperwork, YR10-52, Empowerment Zone FEZ Destroy 2012 2002-2006 Workforce Investment Act (WIA)/Federal A -R 201, YR10-11, Empowerment Zone FEZ Destro 2009 2002-2003 Workforce Investment Act (WIA)/Federal M -T 501, YR10-26, Empowerment Zane FEZ Destroy 2013 2006-2007 Workforce Investment Act (WIA)/Federal H -N 501, YR10-20, Empowerment Zone FEZ Destroy 2012 2005-2006 Workforce Investment Act (WIA)/Federal A -G 501, YR10-19, Empowerment Zone (FEZ) Destroy 2012 2005-2006 Workforce Investment Act (WIA)/Federal H -N 501, YR10-23, Empowerment Zone FEZ Destroy 2011 2004-2005 Workforce Investment Act (WIA)/Federal P -Y 501, YR10-21, Empowerment Zone FEZ Destroy 2012 2005-2006 Workforce Investment Act (WIA)/Federal A -H 501, YR10-22, Empowerment Zone FEZ Destroy 2011 2004-2005 Workforce Investment Act (WIA)/Federal C-R 543, YR10-13, 2003-2004 Em owerment Zone (FEZ) Destroy 2010 JPPA YR10-08, Destroy 2008 1998-1999 Budget YR10-44, Destroy 2010 1998-2004 Federal Empowerment Zone FEZ YR10-78, Destroy 2013 2006-2007 Workforce Investment Act (WIA) PY # 1 of 2, YR10-34, 2006-2007 Destroy 2013 Rapid Response YR10-67, Destroy 2006 1997-2000 Admin - DPV's YR10-69, Destroy 2011 2003-2005 Federal Empowerment Zone (FEZ) YR10-76, Destroy 2013 2006-2007 Workforce Investment Act (WIA Federal M -V 501, YR10-18, 2003-2004 Empowerment Zone (FEZ) Destroy 2010 Workforce Investment Act (WIA/ Federal A -T 201, YR10-09 2001-2002 Empowerment Zone (FE )? Destroy 2008 Federal Empowerment Zone (FEZ) YR10-73, Destroy 2013 2006-2007 WTW YR 10-57 Destroy 2003 1997 501, YR10-12 Destroy 2009 2002-2003 Workforce Investment Act (WIA) YR10-59 Destroy 2012 2004-2006 Workforce Investment Act (WIA) YR10-75 Destroy 2009 1999-2003 Federal Empowerment Zone (FEZ) YR10-77 Destroy 2013 2006-2007 WEY YR10-79 Destroy 2013 2006-2007 A -G 201, YR 10-14 Destroy 2010 2003-2004 Monitoring Files YR10-47 Destroy 2012 2003-2006 C -L 501, YR10-17 Destroy 2010 2003-2004 H -N 201, YR10-15 Destroy 2010 2003-2004 RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD DATES WTW YR10-60 Destroy 2003 1997 Youth Work Force Development Program YR10-64 Destroy2010 2004 Federal Empowerment Zone (FEZ) YR10-65 Destroy 2013 2006-2007 Paper Work Reports YR10-53 Destroy 2012 Workforce Investment Board (WIB) Lydia Admin YR 10-66 Destroy 2012 2004-2006 Federal Empowerment Zone (FEZ) YR10-70 Destroy 2013 2006-2007 Youth Council YR11-128 Destroy 2013 2003-2007 YSPN Files A -Z YR112012-145 Destroy 2005-2006 Delhi Center YR12-147 Juan: Manufacture 15% Grants YR12-151 Destroy 2013 FY04-12/2007 Catholic Charities of OC YR 12-146 Destroy 2010 Juan: Manufacture 15% Grants YR 12-153 Destroy 2013 FY04-12-2007 Juan: Manufacture 15% Grants YR 12-152 Destroy 2013 FY04-12-2007 YSPN- SBIN, TSJT YR 11-123 2011 Destroy YETP SOEN- VEGA 08-04 Destroy 2010 AAP Destroy 2007 ADMIN Files YR11-11 Destroy 20012 B -L 5801, YR10-25 Destroy 2013 2006-2007 YWDP Worksite Files Box #99 Destroy 2013 2007 ADMIN Files YR10-82 Destroy 2010 2004 Vocational Assessment YR 10-91 Destroy 2013 Workforce Investment Act (W IA) Youth Me -Z YR10-990 Destroy 2013 Workforce Investment Act (W IA) Youth A -Ma YR10-89 Destroy 2012 Workforce Investment Act (W IA) Youth M -Z YR -10-87 Destroy 2011 2005-2006 Workforce Investment Board (WIB) MTG Files YR 10-80 Destroy 2012 2003-2006 WES/Workforce Investment Act (WIA) YR10-85 Destroy 2010 WES/Workforce Investment Act (WIA) YR10-86 Destroy 2011 Workforce Investment Board (WIB) Packets YR10-81 Destroy 2009 99-04 YR10-83 Destroy 2010 WES/Workforce Investment Act (WIA) YR10-88 Destroy 2012 Claim Vouchers Destroy 2006-2008 11/2000-12/21/2000 Claim Vouchers Destroy 2006-2008 2/16/2001 AP70(042011 Destroy 05-06/2001 RECORD RECORD RECORD RECORD CATEGORY SERIES DESCRIPTION DATES Bank Records Destroy 2010 FY2009 ADMIN SVCS Bax#258 Destroy 2012 ADMIN SVCS Box#259 Destroy 2012 ADMIN SVCS Box#255 Destroy 2012 ADMIN SVCS Box#257 Destroy 2012 YSPN-CDBG A -M Box#3 Destroy 2010 2001-2004 YSPN-OCCC A -R Box#11 Destroy 2008 2001-2004 YSPN-CPBG A -T Box#8 Destroy 2001 YSPN- Keys A -M Box#2 Destroy 2008 2000-2003 YSPN-CDBG M -V Box#6 2009 Destroy 2002-2003 YEIP Files Cadena — Esparza Destroy 2010 2004 Mar EOM Reports Destroy 2009 2006 YETP Binders Destroy 2007 2002 YETP Files Aguero- Bustamante Destroy 2010 2004 YWDP Administration Destroy 2007 2013 YWDP Camp Success Box#26 Destroy 2010 2004 YWDP Admin Box#2 Destroy 2007 YWDP p2013 pppp Incomplete n Destroy2013s 2007 YWDP filessBox#20 Destroy 2010 YWDP Admin Bo2x0#1300 Destroy 2004 YWDP Youth Files R -Z Destroy 2013 2007 YSPN-CPBG M -R Box#4 Destroy 2010 2001-2005 YSPN-SBING Box#10 Destroy 2010 2000-2004 YSPN-CDBG A -M Destroy 2009 2002-2003 YSPN-CDBG L -Z Destroy 2010 2000-2004 YWPD Admin Boy20Destroy 20 2004 YETP Montalvo2Fii11le0s Destroy 2004 YWDP Youth Files A -G Destroy 2013 Timecards Destroy 2013 2006-2007 YETP Perez -Roman Files Destroy 2010 2004 Earmark Youth Program Destroy 2013 2006-2007 YWDP Youth Files G -M Destroy 2013 2007 YWDP Youth Files M -R Destroy 2013 2007 RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD DATES YSPN La Familia A -M Destroy 2008 2003-2004 YETP Romero-Silvas Files Destroy 2010 2004 Workforce Investment Act (WIA) DPVs Destroy 2012 YETP Esteva-Ing Files Destroy 2010 2004 YETP Isa-Me Files Destroy 2010 2004 YSPN Keys, TSJT CDBG Destroy 2010 2000-2004 Earmark Youth Program Files Destroy 2013 2006-2007 Earmark Youth Program A -N Files Destroy 2012 2006-2007 YWDP Clerical and Pay Destroy 2010 YWDP CSP Files Destroy 2010 2004 YWDP Admin Files Destroy 2010 2004 YSPN CPBG A -L Destroy 2010 2003-2005 WTW Destroy 2004 1997-1998 Contacts/Invoices Destroy 2004 1996-2003 501 Destroy 2008 2001-2002 A -L, 201 Destroy 2012 2005-2006 M -V, 201 Destroy 2012 2005-2006 Workforce Investment Board (WIB) RFC's Destroy 2012 2005-2006 L -V, 201 Destroy 2011 2004-2005 A -L, 201 Destroy 2011 2004-2005 N -W, 501 Destroy 2011 2004-2005 LOA Destroy 2009 2002-2003 Workforce Investment Act (WIA) P/Ys Destroy 2011 2002-2005 O -W, 201 Destroy 2010 2003-2004 Workforce Investment Act (WIA) 501 Destroy 2012 2005-2006 Grants Invoices, Contracts bestroy 2013 Youth Program Coordinator Files Destroy 2010 2004 Quarterly Reports Destroy 2013 2004-2007 Youth Program Coordinator Files Destroy 2010 2004 Accounting Destroy 7/1/06 Weed & Seed Box 212 Destroy 11/1/09 Weed & Seed Box 213 Destroy 11/1/09 Weed & Seed Box 214 Destroy 11/1/09 RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD DATES Weed & Seed Box 215 Destroy 11/1/09 Weed & Seed Box 216 Destroy 11/1/09 Weed & Seed Box 217 Destroy 11/1/09 Federal Empowerment Zone (FEZ) Box 251 Destroy 7/2009 Federal Empowerment Zone (FEZ) Box 252 Destroy 7/2009 Federal Empowerment Zone (FEZ) Box 253 Destroy 7/2009 Federal Empowerment Zone (FEZ) Box 254 Destroy 7/2009 Federal Empowerment Zone (FEZ) Box 287 Destroy 11/2009 Federal Empowerment Zone (FEZ) Box 288 Destroy 11/2009 Federal Empowerment Zone (FEZ) Box 289 Destroy 11/2009 Federal Empowerment Zone (FEZ) Box 290 Destroy 11/2009 Federal Empowerment Zone (FEZ) Box 291 Destroy 11/2009 Federal Empowerment Zone (FEZ) Box 292 Destroy 11/2009 Federal Empowerment Zone (FEZ) Box 286 Destroy 11/2009 PREPARED BY: j1241.;wq Maria D. Huizar Date Clerk of the Council RECORDS DESTROYED: 143 Number of Boxes CONSENT BY: Execu�!�e'DrrectdJ Date Departrr4ent Name APPROVED BY: ,�Y, iilzollq Sonia R. Carvalho Date City Attorney