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Anaheim, CA 92805
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CITY COUNCIL AGENDA REPORT
City of Anaheim
OFFICE OF THE CITY CLERK
DATE: APRIL 21, 2026
FROM: OFFICE OF THE CITY CLERK
SUBJECT: LIGHTEN THE LOAD PROGRAM – DESTRUCTION OF CITY RECORDS IN ACCORDANCE WITH CITY’S RECORD
RETENTION SCHEDULES AND GOVERNMENT CODE
ATTACHMENT (Y/N): YES ITEM # 25
GOVERNMENT CODE § 84308 APPLIES: NO
RECOMMENDATION:
That the City Council, by Resolution, authorize the destruction of certain records of the City in accordance with the City’s Record Retention Schedules and the Government Code.
DISCUSSION:
The Office of the City Clerk, as the administrator of the City’s records management program, is responsible for ensuring continued compliance with the City’s Record Retention Schedules and various laws. In efforts to ensure compliance, the Office of the City Clerk administers the City’s “Lighten the Load” program, aimed at helping the City and its individual departments manage records, improve storage and retrieval systems, and comply with legal requirements.
The City’s records management program is based upon the California Government Code and the City’s adopted Records Retention Schedules, which were updated on July 15, 2025, by Resolution No. 2025-067. The Record Retention Schedules, which incorporate California Government Code requirements, California Secretary of State Guidelines, and Federal law, defines the legal length of time a record must be kept, ranging from a minimum of two years to permanent retention, depending on the type of record.
Based on the City’s adopted Records Retention Schedules and the California Government Code, the following departments identified City records [Exhibits A – L] that are no longer needed in the normal course of business and have met or exceeded the their respective retention periods: City Administration, City Attorney, City Clerk, Community Services, Convention, Sports & Entertainment, Finance, Fire & Rescue, Housing & Community Development, Planning & Building, Police, Public Works, and Public Utilities. Furthermore, there is no litigation or other situation that has arisen to require such records be retained. As required by state law, the resolution authorizing the Lighten the Load Program
April 21, 2026
destruction of certain records has been reviewed and approved by the City Attorney’s Office.
IMPACT ON BUDGET:
Funds to support this expenditure are available in each department’s budget.
Respectfully submitted,
Theresa Bass
City Clerk
Attachments:
1. Resolution
2. Exhibits A, B, C, D, E, F, G, H, I, J, K, and L