HomeMy WebLinkAbout19D - DESTRUCTION OF RECORDSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
SEPTEMBER 20, 2016
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
(STRATEGIC PLAN NO. 5, 1)
CITY MANAGE
CLERK OF COUNCIL USE ONLY:
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0 As Recommended
E As Amended
® Ordinance on 1®t Reading
® Ordinance on 2n6 Reading
® Implementing Resolution
Set Public Wearing 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 — Finance and Management Services
2. Memo Request for Destruction of Records — Police Department
19D -1
19D-2
MANOR
Miguel A. Pulido
MAYOR PRO TEM
Vicente F. Sarmiento yy
COUNCILMEMBERS f
Angelica Amezcua
P. David Benavides
Michele Martinez
Roman Reyna
Sal Tinajero
CITY OF SANTA ANA
20 Civic Center Plaza . P.O. Box 1988
Santa Ana, California 92702
714 - 647 -6900
www.santa- ana.orq
To: Sonia Carvalho
From: Sarah Ro
Date: August 10, 2015
Re: Request for destruction of records
CITY MANAGER
David Cavazos
CITY ATTORNEY
Sonia R. Carvalho
CLERK OF THE COUNCIL
Maria D. Huizar
f..,._.
+1-<
The Purchasing Division 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,
�~a
AV
SANTA ANA CITY COUNCIL
Mlquel A. Pulido Vicente F. Sarmiento Michele Martinez An elica Amez ua P. David Senavides Roman Reyna Sal Tinajero
Mayor Mayor Pro Tem, Ward 1 Ward 2 a 3 Ward 4 Ward 5 Ward 6
moul'doc@santa -ana om vsarmientono sanla -ana ora mmamnez(Dsanla- mm.org as e. a.or dbenavidesaa santa- ana.org Eeyna@sana ana orq sting erollDsanta-ana arg
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
FINANCE AND MANAGEMENT SERVICES
(July 2016)
RECORD
RECORD
RECORD
RECORD
CATEGORY
SERIES
DESCRIPTION
DATES
ACCOUNTS
Cash Requirement
Lists paid invoices by vendor.
June
2013 and
PAYABLE and
(AP 150)
PURCHASING
prior
June
Direct Payment Voucher
Generates payment to City vendor /creditor used in lieu of
2013 and
P.O. when item & vendor known.
prior
Petty Cash Receipts
Reimbursements for authorized expenses under $100.00
June
2014
and prior
Bids and proposals
Original bid, bids received, bid list and advertising record
June
2013 and
prior
Travel Request and
Expense
Self- explanatory
2014
Report
and prior
Material Release Forms
Order for item directly from City approved vendor list
June
2013 and
prior
Purchase Orders
Authorize purchase of goods or services from forms
2012
generated from purchase requisitions
and prior
W
PREPARED BY: Vicki Elmore Ross
APPROVED BY:
Francisco Gutierrez Date
Executive Director of FinanceVL
RECORDS DESTROYED:
Number of Boxes
19D-4
APPROVED BY:
J.i�i
T a'
Attorney j
CONSENT BY:
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
Division Name: Professional Standards Division
Record
Record Series
Record Description
Record Dates
Category
Administrative
Employee
Accidents involving on -duty
01/01/2009 -
Investigations
Accidents
department personnel.
12/31/2010
Administrative
K -9 Reports
Investigations of K -9 bite
01/01/2009 -
Investigations
incidents.
12/31/2010
Administrative
Use of Force
Use of Force and in- custody
01/01/2009 -
Investigations
injuries.
12/31/2010
Citizen and
By Employee
Investigations of alleged
01/01/2009 -
Internal
Name
employee misconduct.
12/31/2010
Complaints
Prepared by:
Name: Bryan Atkinson Title: Corporal
Date: 07/21/2016
Number of boxes to be destroyed: 43
CONSENT BY:
Carlos Rojas, Chief of Police
APPROVED BY:
Laura Rossini, Sr. Assistant City Attorney
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Date
251 1
Date
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
Division Name: Professional Standards Division
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.
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