HomeMy WebLinkAbout19E - RECORD DESTRUCTIONREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
MAY 15, 2018
TITLE:
APPROVE DESTRUCTION OF
OBSOLETE CITY RECORDS
(STRATEGIC PLAN NO. 5, 1)
r
CI ANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
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❑ As Recommended
❑ As Amended
❑ Ordinance on 1't Reading
❑ Ordinance on 2nd Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
Approve the request for the destruction of obsolete records from the Police Department 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 — Police Department
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ti .F CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
Division Name: F 5CA-L.
Record
Record Series
Record Description
Record Dates
Category
Payroll / Accounts
Leave of Absence
Authorizing absence forms; labor
1/1/2009—
/1/2009-Payable
Payable
& Time Exception
expenditure charges to applicable
12/31/2012
Sheets /Accounts
Fund/Activity, DPV's, material releases, cell
payable documents
phone billings and other related accounting
back-up
Prepared by:
Name: Lori Brown Title: Police Fiscal Services Supervisor
Date: 3/1/2018
Number of boxes to be destroyed: 40
CONSENT BY:
In, &cting•Chief of Police
Santa Ana Police Department
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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