Loading...
RES-2011-080RESOLUTION NO. 2011- 080 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ANAHEIM AUTHORIZING THE DESTRUCTION OF CERTAIN CITY RECORDS MORE THAN TWO YEARS OLD WHEREAS, Sections 34090 et seq., of the Government Code of the State of California authorize the destruction of certain records, documents, instruments, books and papers (hereinafter "records ") of the City of Anaheim upon approval of the legislative body of the City of Anaheim and with the written consent of the City Attorney, provided that said records do not fall within certain specified categories; and WHEREAS, the following described records under the charge of the Community Services Department of the City of Anaheim ( "custodian of records ") are more than two years old and are documents which are authorized for destruction under the provisions of said Sections 34090 et seq., of the Government Code without making a copy thereof; and WHEREAS, the custodian of records of each record described herein has determined that said documents are no longer needed or required; and WHEREAS, the City Council concurs in the determination of the custodian of records and finds that said records are no longer needed; and WHEREAS, the City Attorney of the City of Anaheim does by the approval of this resolution hereby give written consent for the destruction of the listed records. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Anaheim that the custodian of the described records in Exhibit "A" of the City of Anaheim be, and is hereby, authorized to destroy immediately, in a lawful manner and without making any copies thereof, the records under his charge, as more particularly described in Exhibit "A" attached hereto and incorporated herein by this reference. BE IT FURTHER RESOLVED that upon destruction of the foregoing records, a certificate of destruction shall be executed and the original thereof shall be filed in the Office of the City Clerk of the City of Anaheim together with a copy of this resolution. 83554 THE FOREGOING RESOLUTION is approved and adopted by the City Council of the City of Anaheim this 7th day of June , 2011, by the following roll call vote: AYES: Mayor Tait, Council Members Sidhu, Eastman, Galloway and Murray NOES: None ABSENT: None ABSTAIN: None CITY OF ANA BY: MA OR OF THE CITY OF ANAHEIM ATTES . i CITY CLERK OF TH ITY OF NAHEIM APPROVED: CITY ATTORNEY OF THE CITY OF ANAHEIM -2- 83554 Record Series Retention Code Program #4101 Administration Budget - Worksheets and Final Submittal CY +3 Correspondence CY +2 Park and Recreation Commission Agenda & Packets CY +2 Park and Recreation Commission Tapes CY +2 Staff Reports CY +2 Program #4151 Library Administration Years to Destroy Through 2006 2001 -2008 2001 -2008 2001 -2008 2001 -2008 Accounting files CY + 2 Through 2008 Accident Reports CY + 5 Through 2005 Armored Transport Receipts CY + 2 (offsite 3) Through 2007 Attendance Statistics - Staff CY + 3 Through 2007 Budgets CY + 3 Through 2007 CDBG Grants CY + 5 Through 2005 Correspondence CY + 2 Through 2008 Deposit Forms CY + 3 (offsite 2) Through 2007 Desk Schedules CY + 2 Through 2008 Exception Reports CY + 3 Through 2007 Expense Claims CY + 3 Through 2007 Facility Maintenance work orders CY + 2 Through 2008 Library Board Minutes -Audio Tapes CY + 2 Through 2008 Library Grants T+10 Through 2000 Management Appraisal Forms CY + 5 Through 2005 Materials Purchased (incl books) CY + 2 (offsite 3) Through 2007 Multi- Purpose Room Schedules CY + 2 Through 2008 Notice to Bill CY + 2 Through 2008 Petty Cash Slips CY + 2 Through 2008 Purchasing /Printing Reqs CY + 2 Through 2008 Requests for Checks CY + 2 Through 2008 Requests for Delivery Forms CY + 3 Through 2007 Staff Reports to Council CY + 2 Through 2008 State Library Reports - Annual CY + 5 Through 2005 Time Sheets CY + 2 Through 2008 Volunteer Hold Harmless T + 2 Through 2008 Web Page Emails CY + 2 Through 2008 Program #4181 Parks Administration, #4243 /4382 Park Maintenance East/West Accounting - Accounting Transaction Forms, Credit Card Statements CY + 2 Payroll Reports CY + 2 Work Orders CY + 2 CAO- #83656 -v 1 -Co mmu n ity_Svc_Reso_re_Destructio n_of_Fi1es_06012011 1996 -2008 2002 -2008 2004 -2008 1of9 6/1/2011 Record Series Retention Code Years to Destroy Timesheets CY + 2 2004 -2008 Budget Worksheets CY + 3 Through 2006 Purchase Orders CY + 2 2006 -2008 Park Inspection - Playground Inspection Reports CY + 2 2006 -2008 General Correspondence CY + 2 2006 -2008 Attendance Reports CY 2006 -2008 Program #4181 Parks Administration, #4243 /4382 Park Maintenance East/West - Continued CY + 3Y Purchased Materials CY + 2 2006 -2008 Monthly Reports - Fuel Usage Reports CY + 2 2006 Accident Reports CY + 5 2005 Permits - Request for Work, Work Orders CY +2 2007 Financial - Invoices, Inter -City Billing CY + 3 2007 Expense Claims CY + 3 2007 Facilities, Field & Safety Meeting - Safety Meeting Agendas CY + 5 2005 Insurance - Copies of Insurance Certificates T + 5 2005 Program #4212/4213 Golf (Anaheim Hills and Dad Miller Courses Accidents CY +5Y 2001 -2005 Accounting - Check Requests CY + 2Y 2006-2008 Audits A + 2Y 2004-2005 Budgets (Submitted) CY + 3Y 2004-2007 Budget (Worksheets) CY + 3Y 2006-2007 Contracts /Agreements - Admnistration T + 10Y 1997-2000 Correspondence CY + 2Y 2007 Financials - Credit Card Statements CY + 3Y 2006 -2007 Financials - Deposits CY + 3Y 2004-2007 Financials - Discrepancy Adj CY + 3Y 2005-2007 Financials - Point of Sales Receipts, Carts Slips CY + 3Y 2005-2007 Financials - Revenue and Expenses CY + 3Y 2005-2007 Golf Carts - Damange CY + 5Y 2003-2005 Golf Commission Agenda & Packets CY + 2Y 2006-2007 Golf Commission Tapes CY + 2Y 2006-2007 Golf Course - Billings CY + 2Y 2006-2007 Golf Courses - Logs CY + 2Y 2006-2007 Golf Courses - Starter CY + 2Y 2006-2008 Interdepartment Charges CY + 3Y 2005-2007 Invoices CY + 3Y 2005-2007 Payroll Reports CY 2009-2010. Revenue Recap Statements CY + 2Y 2006-2008 2of9 CAO- #83656- vl -Com mu n ity_ Svc_ Reso_ re _Destruction_of_Files_06012011 6/1/2011 Reeord Serles Program #4242 Parks /Urban Forestry Section Timesheets Financial - Invoices, Inter -City Billing Payroll Reports Accounting - Accounts Payable, General Files Work Orders Trim Reports Old Planting File Cards Crew Worksheets Field Worksheets Notice to Bill Retention Code Years to Destroy CY + 2 2005 CY + 3 1996 -2005 CY + 2 2002 -2006 CY + 2 2004 -2007 CY + 2 2004 CY + 2 2006 CY + 0 2006 CY + 2 2004 -2007 CY + 5 2005 CY + 5 2005 3of9 CAO-# 83656 -v1 -Co mmunity_ Svc_ Reso_ re _Destruction_of_Files_06012011 6/1/2011 Record Series Retention Code Years to D Program #4171 Recreation, Human and Neighborhood Services Administration Department Projects Attendance Records CY + 2 2002-2005 Boards, Commission Meetings - Audio Tapes, Minutes, Agendas, Packets CY + 2 1980-2008 Budget Documents CY + 3 1989-2007 CDBG Applications CY + 2 2002-2004 Collection Officer Receipts /Acctg Reports CY + 2 2000-2004 Employment Verifications CY + 3 1988-1992 Expense Claims /Closed Contracts CY + 3 1993-1994 Incident Reports CY + 5 1992-1993 Invoices, RFD, Expense Claims CY + 3 2001 -2007 Misc. Correspondence CY + 2 1978-2008 Payroll Reports CY 1992-2003 Personnel Recruitments -P/T CY + 2 1993-2003 Time Cards CY + 2 2000-2002 Program # 1112 -1114 Neiqhborhood Services Budget Worksheets CY + 3 1997-1998 Billing & Invoices Department Projects CY + 5 1998 CY + 3 Invoices CY + 3 2002-2003 1999-2003 Misc. Correspondence CY + 2 1994-1996 Program #4273 Oak Canyon Nature Center Surveys - Priority Neighborhoods Perception CY + 3 1995-2004 T + 2Y Proqram #4175 SuDDort Services Fixed Asset Inventories CY + 3 1998 -2004 Payroll Reports CY 2004 -2008 Personnel Recruitments - P/T CY + 2 2004 -2008 Time Cards /Statistical Changes CY + 2 2004 -2008 Program #4272 Ability First/Anaheim Therapeutic Recreation Center Attendance Forms & Time Cards CY + 3 1997-2003 Billing & Invoices CY + 3 2001 -2005 Budget Documents CY + 3 1990-2001 Community Center Program Files CY + 2 1999-2003 Registration Forms CY + 2 1997-2006 Program #4273 Oak Canyon Nature Center Volunteer Files T + 2Y 1989-1999 Registration Forms CY + 2 1992-2004 CA0483656 -v 1 -Co m mu n ity_ Svc_ Reso_ re _Destruction_of_Files_06012011 4of9 6/1/2011 Record Series Retention Code Years to Destroy Health Consent Forms CY + 2 2004 Program #4274 Facilitv Scheduling /Adult SDorts Facilities Rental Receipts CY + 2 1998-2007 Facilities /Picnic Use Schedules/ Applications /Permits CY + 2 1993-2007 Calendars CY + 2 1993-2007 Telephone Logs CY + 2 1999-2007 Reports /Files CY + 2 1995-2006 Program #4274 Facility Scheduling /Adult Sports - Continued Accident Reports CY + 5 1995-2003 Adult Sport Leagues Program Files CY + 2 1995-2008 Adult Sports Receipts /GLOB CY + 2 2001 -2008 Hold Harmless Forms CY + 2 1998-2008 Financial Records CY + 3 1990-2007 Correspondence CY + 2 1997-2003 Contracts, Rental CY + 2 1998-2006 Program #4275 Classes /Aquatics Hold harmless forms, receipts, class registration, contract classes, rosters, CY + 2 1995-2008 schedules, refund requests Scholarships CY + 2 1998-2008 Aquatics Attendance Records, Receipts CY + 2 2000-2004 Facilities Maintenance CY + 2 2002-2005 Cash register tapes, receipts, deposit slips, invoices, etc. CY + 3 1991 -2004 Telephone logs CY + 2 2002-2004 Program Files CY + 2 1995-2005 Events, Special CY + 2 1997-2004 Class Instructor Contracts, insurance, business license, etc T + 5 1993-2004 Department program reports CY + 2 1990-2000 Time sheets - signed CY + 2 2004 Program #4276 Park Rangers Monthly, Statistical Reports CY + 2 2000-2007 Assignments, Hours Logs, CY + 2 1996-2007 Park Observation Reports /Logs CY + 2 1995-2007 Program #4277 Youth Sports Hold harmless forms, receipts, youth sports registration, rosters, schedules, CY + 2 1998-2008 refund requests Events, Special CY + 2 1999-2008 5of9 CA04 83656 -vI -Co mmunity_ Svc_ Reso_ re _Destruction_of_Files_06012011 6/1/2011 Record Series Attendance Records, Receipts Purchased Materials, including books Youth Sports Program Files CY + 2 2002-2008 CY + 2 1999-2008 CY + 3 1999-2007 Program #4278 Community Centers Administration Budget Worksheets CY + 3 1991 -2004 Financial Records CY + 2 1991 -2004 Program #4281 Downtown Anaheim Community Center Community Center Schedules, Users, Attendance Logs CY + 3 1998-2003 Program #4284 Brookhurst Community Center Community Center Program Files CY + 2 1994-2002 Ret Co Year to D estroy 6of9 CAO -# 83656 -v1- Community_ Svc_ Reso_ re _Destruction_of_Files_06012011 6/1/2011 Record Series Retention Code Years to Destroy Program #4285 East Anaheim Community Center Community Center Schedules, Users, Attendance Logs CY + 3 2001 -2007 Events, Special - Files CY + 2 1997-2007 Volunteer Files CY + 2 1997-2007 Program #7245 Family Resource Centers lDowntown Anaheim Communitv Center and Ponderosa Park Attendance Statistical Series CY 1993-2007 Budget Worksheets CY + 3Y 1993-2007 Calendars CY + 2Y 1995-2005 Children's Station Child Care Center Program Files CY + 3Y 1990-2003 Client Sheets CY + 2Y 1993-2008 Collection Officer Receipts CY + 2 2000-2007 Community Center Activity /Productivity Reports CY + 5Y 1992-2003 Community Center Program Files CY + 2Y 1988-2008 Correspondence, General CY + 2 1991 -2007 Department Program Activity Reports CY + 2 1992-2003 Equipment Manuals WC through 2005 Events, Special CY + 2 1994-2002 Events, Special - Registration, including Hold Harmless, Medical Releases, CY + 2 1996-2006 Receipts, Attendance Records Facilities, Bldg Maintenance, Logs CY + 2Y 1994-2005 Financial Records CY + 3Y 1996-2007 Food Pantry Logs CY + 2 1996-2005 Grants, Community Development Block Grants CY + 2 2003-2005 Human Services Program Files CY + 3Y 1987-2007 Incident Reports CY + 5Y 1999-2000 Invoices CY + 3Y 1993-2007 Monthly Statistical Reports CY + 2 1994-2008 Neighborhood Center Agency Information CY + 2 1990-2003 Receipts CY + 2Y 1991 -2005 Reports CY + 5Y 1994-2003 Request for Delivery CY + 2Y 1993-2001 Staff Meeting Minutes CY + 2Y 1991 -2003 Surveys CY + 3Y 1993-2005 Telephone Use Reports CY + 2 1992-2005 Time Cards CY + 2Y 1997-2005 Time Sheets - Signed CY + 2 1998-2005 Volunteer Files T + 2Y 1991 -2005 Program #7278 Senior Centers 7of9 CA04 83656 -vi -Co mmunity_ Svc_ Reso_ re _Destruction_of_Files_06012011 6/1/2011 Record Series , Retention Code Years to Destro Budget Worksheets CY + 3Y 1997-2004 Community Center Program Files CY + 2Y 1998-2005 Financial Records CY + 3Y 1998-2003 Time Cards CY + 2Y 2003-2005 8of9 CAO -# 83656 -v1 -Co mmunity_ Svc_ Reso_ re _Destruction_of_Files_06012011 6/1/2011 Record Series R Code Project #7287 Project S.A.Y. (Support Anaheim Youth) Correspondence, General CY + 2 Gang /Drug Prevention Program Files CY + 2 Human Services Program Files CY + 3 Special Events Hold Harmless, Medical Releases, Receipts, Attendance CY + 2 Records Years to De 1995-1998 1992-2007 1994-1998 1992-2008 9of9 CAO- #83656 -v1 -Co m mu nity _Svc_Reso_re_Destruction_of_Fi les_06012011 6/1/2011 1 1 - 5 lj 5 1rectinnc Routine Instructions _ • ► h G e l 9.2 'i , - € a ED • Special Instructions - - -- - -- - -- -- -- \ ` -A ; --- - Room Description Service Item QV Pick Up Drop Off' , 6 'I dti - 11 1 Time fn: '� s Time Out: 7 -; Dr iver: QQtcant +1. ? /1 73114k (/77 'me Service 1 Comments ,--:- 0 F )(rse, .1 (*,,e) -/of '• 75 7 DESTRUCTION STATEMENT - On the date shown, designated confidential material was shredded and destroyed as per our instructions. ' f, : /� "l [ twt L , or 4 0.4c 6 C N. .. Cornerstone Records Management hereby confirms that the documents, records, files, and products as supplied to Cornerstone Records Management have been permanently destroyed. M r te -k 9 ENVIRONMENTAL ' �'' ...,,. � � � " � ` , :• - � STATEMENT It, -,--'--.4i- " ---.„.:.,,W.4-..,,,,,_;" _ 1 ' / Cornerstone Records Management is O r committed to a clean and safe environment_ All shredded material that We Recycle is recyclable is Taken to a paper mill to By: j be processed into new products. • Page l - "Our Interest is keeping Your Interests Private° „� , Cornerstone Records Management .�•� . �” , 16201 • S • • - D. Van Nuys, CA 91406 pis I; COR! - \3_lN \ i 1 ,,,P (81 } 3 -1 33 • Fax (818) 933 -0006 �4 t+ ZfIlPrt ighr.du ed i 3 Ticket # 560 W . �ro� „ IA Directions } r: � Routine Instructions' crli fill c fr l�G�'� .. t!'9 f ms's �`�a � . Special Instructions — -. Loom Description Service Item Oty Pick Up Drop Off ,, ,, IP %D' V 'I. 77 1 1 Time in :! q, 0 Time Out ft.' j9 l7riveC:7 Quantity: . +/ Service / Comments 1 ' ) ,0),A , 6 5 . /..,3Q-nn,-r-e-- ,- �x zi-e 44 1 g *fa-e DESTRUCTION STATEMENT - On the date shown, designated confidential material was shredded and destroyed as per our instructions. Y, AL i / ' l V ,./ C ertiilcato 01 DeSitrUC ion 1VA1.1) Cornerstone Records Management hereby confirms that the documents, records, files, and products as supplied to Cornerstone Records Management have been permanently destroyed. . , 1. M'' � , '+ t 41 .:: v�e a . p • { ENVIRONMENTAL t —� , s- ; t i w � . . ,t: t STATEMENT J h;s ,4 4g , ft ` /.....sl "f _ a , t. / Cornerstone Records Management I.v a -. '� iZ' committed to a clean and safe "` environment. All shredded material that We Recycle is recyclable is taken to rr paper mill to 8y: he processed into new products. Page 1 "Our Interest is keeping Your Interests Private"