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Home My WebLink About19D - DESTRUCTION OF RECORDSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: JANUARY 19, 2016 TITLE: DESTRUCTION OF OBSOLETE CITY RECORDS (STRATEGIC PLAN NO. 5, 1) 1 CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: r_1W:ICZ��Iq� ❑ As Recommended ❑ As Amended ❑ Ordinance on 16` Reading ❑ Ordinance on 2ntl Reading ❑ Implementing Resolution ❑ 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 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 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. 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 — Community Development Agency 2. Obsolete Records Destruction Schedule - Finance & Management Services Agency 1901-1 19D-2 MEMORANDUM Ryan Hodge To: Assistant City Attorney Terri Eggers From: Community Development Agency C IT r, Date: November 30, 2015 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, �y--t' vo Terri Eggers 19D-3 HOUSING AUTHORITY OF THE CITY OF SANTA ANA RECORDS DESTRUCTION SCHEDULE 2015 Housing Authority Housing Authority Application for Housing Certificate Voucher Expired Voucher Applicant application and correspondence while on wait list Applicant file through voucher issuance Jan — Dec 2011 0 Jan — Dec 2011 1 Application, correspondence and all Housing Authority Tenant File paperwork related to tenant's Jan — Dec 2011 55 participation on the program PREPARED BY: Te rri(Efj rs Date Senior Community Development Analyst Community Development Agency RECORDS DESTROYED: Number of Boxes 19D-4 CONSENT BY: Kelly Reenders Executive Dire( Housing Autho C-'> HOUSING AUTHORITY OF THE CITY OF SANTA ANA Housing Authority Housing Authority RECORDS DESTRUCTION SCHEDULE 2015 Application for Housing Certificate Voucher Expired Voucher Applicant application and correspondence while on wait list Applicant file through voucher issuance Jan — Dec 2010 5 Jan — Dec 2010 1 Application, correspondence and all Housing Authority Tenant File paperwork related to tenant's Jan — Dec 2010 47 participation on the program Terri r Date Senior Community Development Analyst Community Development Agency 11:10101 :111y 53 Number of Boxes 19D -5 CONSENT Y- f a 5 Kelly Reender Date Executive Director Housing Authority Date CITY OF SANTA ANA OBSOLETE RRCORDS DESTRUCTION SCHEDULE FINANCE & MANAGEMENT SERVICE6.A®ENCY w TREASURY DIVISION 2016 1901-6 RECORD RECORD RECORD ' RECORD CATEGORY SERIES DESCRIPTION DATES BANKS Dally Rank Balance Reports of dally banking activity. 000/2012 Report and Prior Deposit Slips Treasury's ocpy of all City deposit slips sent to bank 06/30121112 and Prior Returned Checks � Copies of cusiomar checks returned by bank, letters 09/3Q/�01E Ong r or sent to oustomers and other miscollaneous document$p/a Statements Statements relating to Investment banking. an Arlo 12 TRectlr Is Activity Documents pertaining to the wiring of runds tblfrom bank '0 6131 012 and Prior accounts Ot913012f'12 BUSINESS Monthly Register Miscellaneous Business Lloerse Account Summary and Prior LICENSE TAX Reports Information reports, Deletion Records Deleted andior oanoellod accounts. 09/3012012 and Prior Gross Receipts :& Business License Tax statements fried by business 000/2012 VarlableAasosemorts operators, and Prior Sldtain ®nts Misoslianeeus fReculpts Receipts far' mieeollaneou$ psym ants. 0513012012 end prier Original Applications O inai buslnoss .� Iloansp lax a.p. pli_o.a, d.o. ns, 0613011012 amendmenta/UbrreapondenaQs for IrIO0 0 accounts; and Prier Peymant Records. Statements rblating to calculation and payment of 06/3012012 business license tax, and Poor Renewal Registration Statements relating to business owner information 000/2012 Records .. and Prior Payments 1 Dally Cash Business License Tax payments received and processed 06130/2012 Receipts via Treasury cashiers. _.�._.,..�.._�.,..........�..._ and Prior _ ._...._Voided CHECKS l Canceled �..,...�. W_w.�. ,. �... ��.,, �...,....._.... �...,...... Chocks voided /oanealed; issued by the 011y Includes 06 /3012090 Checks & Related Housing Authority, Workers Compensatlon, Payroll and and prior Reports Vendor; Indudos ohooks voided as a result of printer misalignment. ." 1901-6 19D-7 RECORD CATEGORY RMORO SMIES RrCORD DESCRIPTION RECORD DATES C[IIECKS (coal.) Pold Paid 011(100 Issued& the Glfyillna�des Vlou�'Vbiclor rity, orl(ars mpomsF., at), iyro an I Trawlsolon M�i I < "I Ity to List if alciv ier�fo i� (?,heoks Is flow bank to oleo ohoo�-. to 9 1 aCCOUn or a 8 five Pay purposes. 4QY3 2412 and dor a DOG LICENSES Original Applications Agiloation to Dog L ponle Td clunding 061 01 12 an rot Reports DAIIX pagentInformAIDR; U ostablos: mnowal5; non am ancoi tog 1184 ponlaMes 06/3 gvl and r r Raymept8 I Dally Cash obelp 8 reoorvad a ftlloonOo pa and processed Vle to suryOnghl ra, 061TO12012 an Prior Cancellations Dog Licenses canoollod and flor H TAX Filling Records OrIgipal RoglqtrpIhn and omendmontalcorroollons for Ins % e 86coun oo g r�(01 2 am or VISANOS Payment Records Month�y flllqg?, and norriltlanc?, d 16 "1 atnu i man s corrections for meet ve accounts. 49/3iy12f 12 and ftr WA'rg��R ACG LINT6 Applications for Service Original copies of of) 11 0 Tv VZ%liallon of now W t*��Iapublo OMWA lems N 05/20pof 2 and r or it Inactive accounts. �IJWAL Billno Register Reports CogulerlLgI reports detailing accounts billed at ve 2 or f N t TS rasp o argros Work Orders ImtIlations of water motor notices and motor a , i xe an as os/30qJ0 12 anti Pr or Customer files Miscellaneous Inr rmatlon / correspondence regarding 06139/1'�10 12 customer accounts and r or Deposit Reports List of Municipal Utility Service accounts that have a deposit 06gg/,012 an r or Payment Report Majallyme , g000ssodA rossury Cashloa to ate, 0 foe occoungsly account nurn r 0014,E12 am Prior Prryments Rally, receipts g,7coasgd to Murldipol Utility accounts by Services num or 061 am Moltl aco n municipal utility Services gritaggi Dillity, service Refunds requests and backup I'm t on 06130/2012 and Prior Aging Report 1.18ts balances of all Municipal 1.11:111ty, Service accounts 0161 CI IONS Collections HomIgIlort of ollation payments, collected by contract 8 -- 061 I'f,012 Ohl I rK� — Register Parking Citation Payments process by Treasury Staff 06/ an rio 12012 r 19D-7 RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD DATES 'fin ' mounts Written-off AD ort list of parking citations written -off by DMV 00/3'Q/2012 and ror Citavans Referred to DDDMMMV Itemization of citations referred to DMV for collection OOTT 1,2o0Y12 Collection$ pMV parking citation Collection 001 tl�2012 an rlor RE UhJt� RE TS %sings Tax Office & so. efunds Refund requests to TreaaAwry Division; inoludes supporting documentation 08�3Q/2o12 an ror TREASURY _ Dol ymeasurer's Reports Rsport of d ail�evenu s re ivied with detail p a ent Inormatlona relate war (, ng papers 08012 ' and Prior Ao�nurKinvestment . mmAtl dnnumonts pertaining to Investment Activity. n�13Frt,o 2 PREPARED BY'; Minerva H. Mancha Date °i'reasury Services Supervisor 19D-8 CONSENT BY; Francisco Gutlerrez Data Executive Dirsctor Finance & Management Services APPROVED BY: 50na R. Carvalho bate Clty Attorney