HomeMy WebLinkAbout19C - RECORD DESTRUCTIONREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
FEBRUARY 6, 2018
TITLE:
APPROVE DESTRUCTION OF
OBSOLETE CITY RECORDS
{STRATEGIC PLAN NO. 6, 1}
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
❑ As Recommended
❑ As Amended
❑ Ordinance on 1s' Reading
❑ Ordinance on 2ntl Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
Approve the request for the destruction of obsolete records from the Planning and Building Agency
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. Request for Destruction of Records — Planning and Building Agency
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19C-2
MEMORANDUM
ANDUM
Kyle Nellesen
To: Deputy City Attorney Date: January ] 0, 2018
Sona Mooradian
From: Administrative Services Manager
Laura Sullivan
Prepared By: Sr. Office Assistant
Subject: REQUEST FOR DESTRUCTION OF RECORDS
The Planning and Building Agency, Code Enforcement Division, requests your
consent to destroy the city records identified on the attached listing in accordance
with the retention schedule outlined in City Council Resolution 2013-014.
City of Santa Ana
Obsolete records Destruction Schedule
Planning and Building Agency — Code Enforcement
2017
Record
Record Series
Record Description
Record
Category
Dates
Inspection
Notice &
Repairs or demolitions to
All up to
Order of
buildings or structures
December
Substandard
2010
Inspection
Notice of
Corrections and/or violations
All up to
Violation
to be resolved prior to final
December
approval
2010
Investigation
Violations
Non-compliance with City
All up to
Notice
Codes (specifically
December
Administrative Citations)
2011
Citations
Notice To
Notice to appear in court on
Jan 1995 —
and Case
Appear
Santa Ana Municipal Code
Jan 2012
Files
violations, inspection records
�j�Th,ank you,
1W"
Sona Mooradian Date
Administrative Services Manager
RECORDS DESTROYED
Number of boxes
CONSENT BY:
Candida Nea e
Interim Executive Director
Planning and Building Agency
APPROVED BY: pp
�dzv i a1� y
Scofa R. Carvalho Date
City Attorney
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19C-4