MEMORANDUM
To: Sonia R. Carvalho, City Attorney Date: October 24, 2023 Hawk Scott, Executive Director
From: Parks, Recreation, and Community Services Agency
Subject: Request for Destruction of Records
The Parks, Recreation, and Community Service Agency requests your consent to destroy City records on the attached listing, in accordance with the retention schedule outlined in the City Council Resolution 2013-014.
Please review this report and return a signed and dated copy of the attached page approving the destruction of records.
Thank you,
-
Hawk Scott
Executive Director
Parks, Recreation, and Community Services Agency
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
PARKS, RECREATION, AND COMMUNITY SERVICES AGENCY
October 2023
RECORD RECORD RECORD DESCRIPTION RECORDS START DATE/ RECORD GOVT. BOX CATEGORY SERIES RETENTION PERIOD PERIOD CODE NO.
Payroll Time Exception Labor expenditure charges Date Prepared + 3 years 12/26/2017- GC34090 1 Documentation Sheets to applicable Fund/Activity 3/25/2018 other than home account
Payroll Time Exception Labor expenditure charges Date Prepared + 3 years 12/26/2017- GC34090 2 Documentation Sheets to applicable Fund/Activity 3/25/2018 other than home account
Payroll Time Exception Labor expenditure charges Date Prepared + 3 years 1/1/2018 GC34090 3 Documentation Sheets to applicable Fund/Activity 7/31/2018 other than home account
Payroll Time Exception Labor expenditure charges Date Prepared + 3 years 3/26/2018- GC34090 4 Documentation Sheets to applicable Fund/Activity 6/25/2018 other than home account
Payroll Time Exception Labor expenditure charges Date Prepared + 3 years 6/26/2018- GC34090 5 Documentation Sheets to applicable Fund/Activity 9/25/2018 other than home account
Payroli™ Time Exception Labor expenditure charges Date Prepared + 3 years 6/26/2018- GC34090 6 Documentation Sheets to applicable Fund/Activity 12/25/2018 other than home account
Payroll Time Exception Labor expenditure charges Date Prepared + 3 years 8/1/2018 GC34090 7 Documentation . Sheets to applicable Fund/Activity 12/31/2018 other than home account
Payroll Time Exception Labor expenditure charges Date Prepared + 3 years 9/26/2018- GC34090 8 Documentation Sheets to applicable Fund/Activity 12/25/2018 other than home account
Payroll Time Exception Labor expenditure charges Date Prepared + 3 years 12/26/2018- GC34090 9 Documentation Sheets to applicable Fund/Activity 3/25/2019 other than home account
Payroll Time Exception Labor expenditure charges Date Prepared + 3 years 12/26/2018- GC34090 10 Documentation Sheets to applicable Fund/Activity 6/25/2019 other than home account
Payroll™ Time Exception Labor expenditure charges Date Prepared + 3 years 1/1/2019- GC34090 11 Documentation Sheets to applicable Fund/Activity 7131/2019 other than home account
Payroll Time Exception Labor expenditure charges Date Prepared + 3 years 3/26/2019- GC34090 12 Documentation Sheets to applicable Fund/Activity 6/25/2019 other than home account
Payroll™ Time Exception Labor expenditure charges Date Prepared + 3 years 6/26/2019- GC34090 Documentation Sheets to applicable Fund/Activity 10/25/2019 other than home account
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
PARKS, RECREATION, AND COMMUNITY SERVICES AGENCY
October 2023
RECORD RECORD RECORD DESCRIPTION RECORDS START DATE/ RECORD GOVT. BOX CATEGORY SERIES RETENTION PERIOD PERIOD CODE NO.
Purchasing Vendor Supporting documentation Current Year +3 years 5/10/2018- GC34090 14 Documentation Payment to pay disbursements for 12/20/2018 Documents City expenditures not for
grants of capital projects
Purchasing Vendor Supporting documentation Current Year +3 years 1/9/2019- GC34090 15 Documentation Payment to pay disbursements for 6/10/2019 Documents City expenditures not for
grants of capital projects
Treasury Daily Report of daily revenues Current year + 3 years 6/16/2016- GC34090 Treasurer's received with detail 7/31/2016
Reports payment information and
related working papers
Treasury Daily Report of daily revenues Current year + 3 years 8/1/2016- GC34090 17 Treasurer's received with detail 9/15/2016
Reports payment information and
related working papers
Treasury Daily Report of daily revenues Current year + 3 years 9/16/2016- GC34090 18 Treasurer's received with detail 10/31/2016
Reports payment information and
related working papers
Treasury Daily Report of daily revenues Current year + 3 years 11/1/2016- GC34090 Treasurer's received with detail
Reports payment information and
related working papers
Treasury Daily Report of dally revenues Current year + 3 years 1/1/2017- GC34090 20 Treasurer's received with detail 2/27/2017
Reports payment information and
related working papers
Treasury Daily Report of daily revenues Current year + 3 years 2128/2017- GC34090 21 Treasurer's received with detail 4/10/2017
Reports payment information and
related working papers
Treasury Daily Report of daily revenues Current year + 3 years 4/11/2017- GC34090 22 Treasurer's received with detail 5/22/2017
Reports payment information and
related working papers
Treasury Daily Report of daily revenues Current year + 3 years 5/23/2017- GC34090 23 Treasurer's received with detail 6/30/2017
Reports payment information and
elated working paper:
Treasury Daily Report of daily revenue Current year + 3 years 7/1/2017- GC34090 24 Treasurer's received with detail 7131/2017
Reports payment information and
related working papers
Treasury Daily Report of daily revenues Current year + 3 years 8/1/2017- GC34090 25 Treasurer's received with detail 9/11/2017
Reports payment information and
elated working paper
Treasury Daily eport of daily revenue Current year + 3 years 9/1212017- GC34090 26 Treasurer's received with detail 10/10/2017
Reports payment information and
related working papers
5354R .....
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
PARKS, RECREATION, AND COMMUNITY SERVICES AGENCY
October 2023
Treasury Daily Report of daily revenues Current year + 3 years 10/11/2/017- [ GC34090 27 Treasurer's received with detail 11/20/2017
Reports payment information and
related working papers
Treasury Daily Report of daily revenues Current year + 3 years 11/21/2017- GC34090 28 Treasurer's received with detail 12/31/2017
Reports payment information and
related working papers
Treasury Daily Report of daily revenues Current year + 3 years 111/2018 GC34090 29 Treasurer's received with detail 2/28/2018
Reports payment information and
Treasury Daily Report of daily revenues Current year + 3 years 3/1/2018 GC34090 30 Treasurer's received with detail 5/31/2018
Reports
Treasury Daily Received with detainues Current year + 3 years 6/1/2018 GC34090 31 Treasurer's 7/31/2018
Reports
Treasury Daily Current year + 3 years 8/1/2018 GC34090 32 Treasurer's received with detail 10/31/2018
Reports payment information and
Treasury Daily Report of daily revenues Current year + 3 years 1171/2018 GC34090 33 Treasurer's eceived with detail 3/27/2019
Reports payment information and
related working papers
Treasury Daily Report of daily revenues Current year + 3 years 4/1/2019 GC34090 34 Treasurer's 6/30/2019
Reports payment information and
related working papers
Treasury Daily Report of daily revenues Current year + 3 years 7/1/2019- GC34090 35 Treasurer's received with detail 8/31/2019
Reports payment information and
related working papers
PREPARED BY: CONSENT BY:
Stple Sun 11/7/23 Nov 7, 2023
Stephanie Garcia Date Hawk Scott Date
Management Aide Executive Director
Parks, Recreation, and Community Parks, Recreation, and Community Services Agency Services Agency
DESTRUCTION OF THESE RECORDS
APPROVED BY:
11/7/23
*Sonia R. Carvalho Date
City Attorney