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.B 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.
Destruction of Obsolete City Records
March 19, 2024
4 1
0 9
FISCAL IMPACT
There is no fiscal impact associated with this action.
EXHIBIT(S)
1. Memorandum - Request for Destruction of Records
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Tom Hatch, Interim City Manager