HomeMy WebLinkAbout19C - DESTRUCTION OF RECORDSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
FEBRUARY 21, 2017
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
(STRATEGIC PLAN NO. 5, 1)
CITI MANAGER
CLERK OF COUNCIL USE ONLY;
."•C• _w
❑ As Recommended
❑ As Amended
❑ Ordinance on 1®` Reading
❑ Ordinance on 2nd Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
RECOMMENDED ACTION
Approve the request for the destruction of obsolete records from the Clerk of the Council Office 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
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To: Sonia R. Carvalho, City Attorney Date: February 13 2017
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 February 2017
0:11"I
(]RECORDS,RETENTION B DESTRUCTIONICLERK 20171MEM0 DEPT RECORDS OESTR_REQUESjP&T�10Z 201ZOOC
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
CLERK OF THE COUNCIL OFFICE
FEBRUARY 2017
RECORD
RECORD SERIES
RECORD DESCRIPTION
RECORD START
RETENTION
PERIOD
CATEGORY
DATE
CLERK-
Miscellaneous
Includes both incoming and outgoing
Folder Year Date
2 years
ADMINISTRATION
Correspondence
general correspondence, including
letters and e-mail along with citizen
2014
feedback; Various files, not related to
specific cases and not otherwise
specifically covered by the retention
schedule.
Agendas
Original Meeting Agendas: City Council,
Folder Year Date
Hardcopy - 2
COUNCIL
Redevelopment Agency, Successor
years;
MEETINGS
Agency, Santa Ana Financing Authority,
2013-2014
Imaging
Special Meetings, Commissions —
Copy -
agendas and packets can be imaged
Permanent
immediately for permanent retention, if
(2004 to
desired. A paper copy can be
present)
maintained for one year, if desired.
Agenda Notices
Notices — Public Meetings includeing
Folder Year Date
2 years
Special Meetings.
2013-2014
Agenda
Affidavits of Publication/ Posting -Proof
Folder Year Date
2 years
Publications
of publication or posting of legal notices
— examples of legal notices: Notice of
2013-2014
Public Hearing, Notice of Lien, etc.
Agenda Packets
Council Meeting, Successor Agency,
Meeting Date
Hardcopy - 2
Santa Ana Financing Authority,
years,
Commissions agenda packet materials,
2013-2014
Imaging -
e.g., Requests for Council Action
Permanent
(RFCA's) and backup information on
(available
Council Agenda items - Originals can be
from 2004 to
imaged immediately for permanent
present only)
retention, if desired. The imaged record
can serve as the permanent record, if
desired.
FAIR
Statements of
Originals of statements of designated
Filing Year
7 years (can
POLITICAL
Economic
employees
image after
PRACTICES
Interest - Form
2007-2009
2 years)
(FPPC)
700 (originals)
(non -elected)
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OBSOLETE RECORDS DESTRUCTION SCHEDULE
CLERK OF THE COUNCIL OFFICE
FEBRUARY 2017
RECORD
RECORD START
RETENTION
CATEGORY
RECORD SERIES
RECORD DESCRIPTION
DATE
PERIOD
GENERAL
Payroll
Leave of Absence Requests (LOAs)
Pay periods, Year
2 years
RECORDS
and copy of departmental reports
2013 and 2017
OPEN
Open Calendars
City Council and Executive
Year 2013
3 years
CALENDARS
(Sunshine
Management Team calendars
Provision)
PUBLIC
Public Records
Requests from the public for documents
Receipt Date
2 years
RECORDS
Requests
retained by the City
2014
REQUESTS
PREPARED BY:
pe.13-17 C� w
Date Norma Mitre
Sr. Deputy Clerk of the Council
RECORDS DESTROYED:
Number of Boxes : _08/
CONSENT BY:
Date Maria 0. Huizar
Clerk of the Council
APPROVED BY:
Sonia R. Carvalho Date
City Attorney
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