Item 14 - Destruction of Obsolete City Records

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Public Works Agency www.santa-ana.org/public-works Item # 14 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report March 19, 2024 TOPIC: Destruction of Obsolete City Records AGENDA TITLE Approve Destruction of Obsolete City Records RECOMMENDED ACTION Approve the request for the destruction of obsolete records from the Public Works Agency's Engineering Services Division, Development and Construction Engineering Section in accordance with the retention schedule outlined in City Council Resolution 2013-014. GOVERNMENT CODE §84308 APPLIES: No DISCUSSION On April 1, 2013, the City Council approved Resolution 2013-014 (resolution). This Resolution provides the multiple agencies, departments, and offices of the City guidance on the retention of City records such as how long the records need to be retained. City staff compiled the Citywide Records Retention Schedule (schedule) which sets forth the retention period for a particular record. The schedule reflects the requirements of the California Government Code, is modeled after the California Secretary of State's sample for local government, and incorporates other statutory periods applicable to the City. The schedule attached to the resolution is broken down into multiple sections covering the varied responsibilities and minimum retention periods applicable to each. Section 5.13 of the resolution and the City's Municipal Code requires that the City Attorney approve the destruction of a City record. Accordingly, Public Works has prepared a list of obsolete records proposed for destruction in the form of a memorandum (Exhibit 1). A copy of the memorandum was reviewed by staff from the City Attorney's Office and approved by the City Attorney. Destruction of these records will serve to benefit each office with more efficient access to files and alleviate the City's storage needs to maintain obsolete records.