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Home My WebLink About19E - DESTRUCTION OF RECORDSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: APRIL 5, 2016 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 ®` Reading M Ordinance on 2'6 Reading 171 Implementing Resolution ® Set Public Hearing For eI :7gtiil�lll�rlrZi7 FILE NUMBER RECOMMENDED ACTION 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 — Clerk of the Council Office 2. Memo Request for Destruction of Records — Public Works Agency 19E -1 19E -2 MEMORANDUM To: Sonia R. Carvalho, City Attorney Date: March 23, 2016 From Maria D. Huizar, Clerk of the Council ;subject: REQUEST FOR DESTRUCTION OF RECORDS The Clerk of the Council requests your approval to destroy City records on the attached listing, in accordance with the retention schedule outlined in the City Council Resolution 2013 -014. Thank you. Attachments: Clerk of the Council Destruction Schedule April 2016 Exhibit 1 ( RECORDS, RETENTION& DESTRUCTIONICLERK 2016WEMO DEPT RECORDS DESTRREOUEIAS -3DOC CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE CLERK OF THE COUNCIL OFFICE APRIL 2016 19E -4 RECORD RECORD RECORD RETENTION RECORD CATEGORY SERIES DESCRIPTION START PERIOD DATE BOARDS & COMMISSIONS Applications for Applications for B &C Folder Year 2 years Boards & positions received during 2013 Commissions a calendar year and not Committees - Not acted upon by the Selected Council CLERK ADMINISTRATION Miscellaneous Includes both incoming Folder Year 2 years Correspondence and outgoing general 2013 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. PUBLIC RECORDS REQUESTS Public Records Requests from the public Years 2 years Requests for documents retained 2012 -2013 by the City CLERKS LOGS Miscellaneous Alcoholic Beverage Folder Year 3 years logs Control (ABC) Application 2012 Notifications COUNCIL MEETINGS Agendas Original Meeting Folder Hardcopy -2 Agendas: City Council Years years; Committees 2004 -2013 Imaging Copy - Permanent (2004 to present) 19E -4 PREPARED BY: CONSENT BY: 4 0-X 3 aa 3 -Zi -t(o ` �o� 2q -1(o Rose Ann Trujillo Date Maria D. Huizar Date Sr. Deputy Clerk of the Council Clerk of the Council RECORDS DESTROYED: Number of Boxes : APPROVED BY: Sonia R. Carvalho Date City Attorney 19E -5 RECORD RECORD RECORD RETENTION RECORD CATEGORY SERIES DESCRIPTION START PERIOD DATE ELECTIONS Petitions /Recall/ "Initiative Authorizing Certification 8 months Ref. /Charter Regulated Operation of of Election Amendments Medical Marijuana Results or Facilities" petitions Clerk's final (circulated January 8, exam of 2014 through July 1, petition 2014) - not qualified OPEN CALENDARS Open Calendars City Council and Year 2012 (Sunshine Executive Management 3 years Provision) Team calendars GENERAL RECORDS Payroll Leave of Absence Pay periods, 2 Years Requests (LOAs) and Year 2013 copy of departmental reports PREPARED BY: CONSENT BY: 4 0-X 3 aa 3 -Zi -t(o ` �o� 2q -1(o Rose Ann Trujillo Date Maria D. Huizar Date Sr. Deputy Clerk of the Council Clerk of the Council RECORDS DESTROYED: Number of Boxes : APPROVED BY: Sonia R. Carvalho Date City Attorney 19E -5 19E -6 MEMORANDUM To: Jose Sandoval, Chief Assistant City Date: March 4, 2016 Attorney From: Margaret Mercer, Public Works Administrative Services Manager Subject: Request for Destruction of Records The Public Works Agency 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, � Margaret rcer 1 Administrative Services Manager ;> Public Works r. Exhibit Z 19E -7 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE Public Works Agency 2016 RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD DATES Maintenance Graffiti Removal (2 years) Locations /sq. ft. of graffiti removed 2007-2011 Service Request (2 years) Request for maintenance services 2010-2011 Service Request (2 years) Log requests for potholes and citywide maintenance services 2012-2012 Environmental Sanitation (5 years ) Weed Abatement Notices 2008-2010 Environmental Sanitation (5 years) Weed Abatement Assessments 2008-2010 Environmental Sanitation (2 years) Warning Notices and Citations 2008-2013 Environmental Sanitation (2 years) City -owned Properties Weed Abatement 2008-2013 Public Works Maintenance Logs (2 years) dispatch call logs for service 2011 -2012 Service Request (2 years) Request for maintenance services 2013 PREPARED BY: CONSENT BY: Jo�ph a era oza Date MargareY Mercer Date Records Specialist Administrative Services Manager RECORDS DESTROYED: APPROVED BY: 1A) Number of Boxes lFr d Mousavipour Date Executive Director of Public Works 19E -8 Record Category: Record Series: Record Description: Record Start Date: Record Retention: Custodian: Total Bankers Boxes: Record Category: Record Series: Record Description: Record Start Date: Record Retention: Custodian: Total Bankers Boxes: Record Category: Record Series: Record Description: Record Start Date: Record Retention: Custodian: Total Bankers Boxes Record Category: Record Series: Record Description: Record Start Date: Record Retention: Custodian: Total Bankers Boxes: Public Works Agency Files to be destroyed Maintenance Graffiti Removal Locations /sq. ft. of Graffiti Removed 2007, 2008, 2009, 2010 and 2011 2 Years City Yard 9 Maintenance Service Request Request for Maintenance Services 2010 & 2011 2 Years City Yard 2 Maintenance Service Request Log requests for potholes and citywide maintenance services 2012 2 Years City Yard 1 Maintenance Environmental Sanitation Weed Abatement Notices 2008, 2009, 2010 5 Years City Yard 2 19E -9 Record Category: Record Series: Record Description: Record Start Date: Record Retention: Custodian: Total Bankers Boxes: Maintenance Environmental Sanitation Weed Abatement Assessments 2008, 2009, 2010 5 Years City Yard 1 Record Category: Maintenance Record Series: Environmental Sanitation Record Description: Warning Notices and Citations Record Start Date: 2008, 2009, 2010, 2011, 2012, 2013 Record Retention: 2 Years Custodian: City Yard Total Bankers Boxes: 2 Record Category: Record Series: Record Description: Record Start Date: Record Retention: Custodian: Total Bankers Boxes: Record Category: Record Series: Record Description: Record Start Date: Record Retention: Custodian: Total Bankers Boxes: Maintenance Environmental Sanitation City -owned Properties Weed Abatement 2008, 2009, 2010, 2011, 2012, 2013 2 Years City Yard 1 Maintenance Public Works Maintenance Logs dispatch call logs for service 2011,2012 2 Years City Yard 1 19E -10 Record Category: Record Series: Record Description: Record Start Date: Record Retention: Custodian: Total Bankers Boxes Maintenance Service Requests Request for maintenance services 2013 2 Years City Yard 1 19E -11 19E -12