HomeMy WebLinkAbout19F - DESTRUCTION ON RECORDSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
DECEMBER 15, 2015
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
{STRATEGIC PLAN NO. 5, 1}
CITY MANAGER
CLERK OF COUNCIL USE ONLY:
❑ As Recommended
®
As Amended
❑
Ordinance on 1®t Reading
❑
Ordinance on 26d Reading
❑
Implementing Resolution
❑
Set Publlc 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 Resolution 2013 -014 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.
Exhibit: 1. Memo Request for Destruction of Records — Personnel Services Agency
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19F -2
Memorandum
Date: November 4, 2015
To: Sonia Carvalho, City Attorney
From: Briza Morales, Risk Management Coordinator
Subject: REQUEST FOR DESTRUCTION OF RECORDS
The Personnel Services Agency /Risk Management Division requests your consent to destroy the records
identified on the attached listing in accordance with the retention schedule outlined in City Resolution 2013-
014 for the following:
CITY OF SANTA ANA
DESTRUCTION OF RECORDS
RECORD CATEGORY
RECORD SERIES
RECORD DESCRIPTION
RECORD DATES
Risk Management
Accident/ Damage to
Police reports and department accident
October 2010 and
City Property
reports
prior
Risk Management
Special Events
A "Special Events" coverage, insures third
October 2010 and
Insurance
parties for use of City property providing
prior
liability coverage for the City.
PREPARED BY:
Briza Morales Date
Risk Management Coordinator
Personnel Services Agency /Risk Management
Records Destroyed:
4
Number of boxes
CONSENT:
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Edward Raya bate
Executive Director
Personnel Services Agency
APPROVED BY:
Sonia Carvalho
UU City Attorney
19F -3
Date
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