RES-2012-127 RESOLUTION NO. 2012- 127
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 ( "City ") upon approval of the legislative body of the
City 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 Public Utilities
General Manager of the City of Anaheim (hereinafter "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 or required; 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 Records 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 her charge, as more particularly described on 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 filed in the office of the City
Clerk together with a copy of this resolution.
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THE FOREGOING RESOLUTION is approved and adopted by the City Council of
the City of Anaheim this 23 d day of October , 2012, by the following roll call vote:
AYES: Mayor Tait, Council Members Sidhu, Galloway, Eastman and Murray
NOES: None
ABSENT: None
ABSTAIN: None
CITY OF ANAHEIM
MA R OF THE ITY OF ANAHEIM
ATTEST:
0 Allik
' Al AL 41144041111
CITY CLERK OF THE CITY 0 ANAHEIM
APPROVED:
CRISTIN L. T LEY, CITY ATTORNEY
L /O -/2 -/2- By: 'son M. Kott
Assistant City Attorney
68000.7
EXHIBIT A
[ATTACHED BEHIND THIS PAGE]
68000.7
Exhibit A: Utilities Records Destruction — Water Field
File Ref. Description Year Retention Actual
Destruction
500.10 Leak Detection Reports - (copies) 2007 CY + 2 2012 ,
100.30 Fire Hydrant Operation/Flow Tests 2007 -2008 CY + 2 2012
500.10 Leak Detection Reports — (copies) 2008 CY + 2 2012 _
500.43 Dispatch Orders (copies) 2008 -2009 CY + 2 2012 .
500.10 Leak Detection Reports — (copies) 2009 CY + 2 2012
100.30 Customer Service Work Orders 2009 CY + 2 2012
100.55 Water Timesheets 6/29/09 — 11/26/09 2009 CY + 2 2012
The above records are no longer needed in the noiciial course of business and the timing of destruction is in
accordance with the adopted retention schedules for the Public Utilities Department records. There are no
extraordinary events such as litigation to cause them to be removed from the destruction cycle.
i ke Jouhari
Water Field Operations Manager
IL 1% .
II on Calkins
Assistant General Manager, Water Services
Exhibit A: Utilities Records Destruction — Lenain Water Treatment Plant
File Ref. Description Year Retention Actual
Destruction
100.30 Daily System Reports, Plant Daily Operations, DOHS Reports, Sludge 2006 CY + 5 10/2012
Reports (July- December)
The above records are no longer needed in the normal course of business and the timing of destruction is in
accordance with the adopted retention schedules for the Public Utilities Department records. There are no
extraordinary events such as litigation to cause them to be removed from the destruction cycle.
L
it e Jouhari
Water Field Operations Manager
o n Calkins
Assistant General Manager, Water Services
Resource Efficiency (Business & Community Programs) Records Destruction List
Description: Year Retention Actual Destruction
Home Utility Checkup /Energy Audit 1999 CY + 6 10/2012
Home Utility Checkup /Energy Audit 2000 CY + 6 10/2012
Home Utility Checkup /Energy Audit 2001 CY + 6 10/2012
Home Utility Checkup /Energy Audit 2002 CY + 6 10/2012
Home Utility Checkup /Energy Audit 2003 CY + 6 10/2012
Home Utility Checkup /Energy Audit 2004 CY + 6 10/2012
Home Utility Checkup /Energy Audit 2005 CY + 6 10/2012
Home Incentive Applications 2008 CY + 2 10/2012
The above records are no longer needed in the normal course of business and the timing of
destruction is in accordance with the adopted retention schedules for the Public Utilities
Department records. There are no extraordinary events such as litigation to cause them to be
removed from the destruction cycle.
6 4. ,,,
"
Economic Development Manager
Steve S iortino
Assistant General Manager, Joint Services
Customer Service Records Destruction 2012
Actual
File Ref: Description: Year Retention Destruction
Box 1 Medical Lifeline Applications 2000 -2003 CY + 2 10/2012
Box 2 Medical Lifeline Applications 2003 -2005 CY + 2 10/2012
Box 3 Medical Lifeline Applications 2005 -2006 CY + 2 10/2012
General Correspondence 2006 -2009 CY + 2 10/2012
The above records are no longer needed in the normal course of business and the timing of destruction is
in accordance with the adopted retention schedules for the Public Utilities Department records. There
are no extraordinary events such as litigation to cause them to be removed from the destruction cycle.
I, At At
Ed Zacherl, • ssistant General Manager
Finance a e Administration
Electric
Services: Utility Service Center Records Destruction List
Actual
File Ref: Description: Year Retention Destruction
100.20 Timesheets 12/21/01- 03/28/02 2001 -2002 CY + 3 10/2012
100.20 Timesheets 03/29/02- 07/04/02 2002 CY + 3 10/2012
100.20 Timesheets 07/05/02- 10/24/02 2002 CY + 3 10/2012
100.20 Timesheets 10/25/02- 02/13/03 2002 -2003 CY + 3 10/2012
100.20 Timesheets 02/14/03- 05/08/03 2003 CY + 3 10/2012
100.20 Timesheets 05/09/03- 08/14/03 2003 CY + 3 10/2012
100.20 Timesheets 08/15/03- 11/06/03 2003 CY + 3 10/2012
100.20 Timesheets 11/07/03- 02/14/04 2003 -2004 CY + 3 10/2012
100.20 Timesheets 02/15/04- 05/06/04 2004 CY + 3 10/2012
100.20 Timesheets 05/07/04- 07/29/04 2004 CY + 3 10/2012
100.20 Timesheets 07/30/04 - 10/21/04 2004 CY + 3 10/2012
100.20 Timesheets 10/22/04 - 01/13/05 2004 -2005 CY + 3 10/2012
100.20 Timesheets 01/14/05- 04/07/05 2005 CY + 3 10/2012
100.20 Timesheets 04/08/05- 06/30/05 2005 CY + 3 10/2012
100.20 Timesheets 07/01/05- 09/08/05 2005 CY + 3 10/2012
100.20 Timesheets 09/09/05- 12/01/05 2005 CY + 3 10/2012
400.30 Billing for Damages (Box #1) FY 2001 -2002 CY + 3 10/2012
400.30 Billing for Damages (Box #2) FY 2001 -2002 CY + 3 10/2012
400.30 Billing for Damages (Box #3) FY 2002 -2003 CY + 3 10/2012
500.10 Dispatch Orders (copies) 2003 CY + 2 10/2012
500.10 Dispatch Orders (copies) 2005 -2006 CY + 2 10/2012
Departmental Accounting Records
300.45 (Purchase Orders, DO's Invoices) FY 2003 -2004 CY + 3 10/2012
Departmental Accounting Records
300.45 (Purchase Orders, DO's Invoices) FY 2004 -2005 CY + 3 10/2012
Departmental Accounting Records
500.10 (Purchase Orders, DO's Invoices) FY 2005 -2006 CY + 3 10/2012
100.20 Payroll Records 2004 CY + 3 10/2012
100.20 Statistical Balance Change Forms 2002 -2006 CY + 2 10/2012
100.70 Supervisor's Weekly Safety Reports 2004 -2006 CY + 2 10/2012
100.70 Vehicle Daily Inspection Reports 2004 -2006 CY + 2 10/2012
500.65 Outage Information Reports 2001 -2002 CY + 6 10/2012
500.65 Interruption Reports 2001 -2002 CY + 6 10/2012
400.45 Claims Against the City (copies) 1998 -2003 CY + 2 10/2012
300.45 Request for Checks FY 2005 -2006 CY + 2 10/2012
100.20 Travel Requests FY 2005 -2006 CY + 3 10/2012
500.10 Invoices FY 2005 -2006 CY + 3 10/2012
300.45 Collection Official Deposit Receipts FY 2004 -2005 CY + 2 10/2012
300.45 Collection Official Deposit Receipts FY 2005 -2006 CY + 2 10/2012
100.60 Safety Eyeglass Procurement Forms 1994 -2006 CY + 2 10/2012
500.10 Material Lists 2005 -2006 CY + 2 10/2012
100.20 Call -out lists 2004 -2005 CY + 3 10/2012
The above records are no longer needed in the normal course of business and the timing of destruction is
in accordance with the adopted retention schedules for the Public Utilities Department records. There
are no extraordinary events such as litigation to cause them to be removed from the destruction cycle.
5
nnis M. Schmidt
Electric Field Manager
Concur,
I Ntk
Dukku Lee
Assistant General Manager, Electric Services
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Cornerstone Records Management
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Thu Nov 15, 2012 , next:11/22/2012i Mobile Scheduled Ticket # 5026744
[Cit:k,,, of Anaheim-Public Utlities Directions Routine instructions
201 S. Anaheim Blvd. PLEASE SFRVICE AFTER 100 DUE TO A MEETING PLEAS E BE
Anaheim, CA 92805 FROM 12:00-1:00 : 'ADVISED...CUSTOMER WILL
IHAVE 80 OR MORE BOXES
•EXTRA FOR DESTRUCTION FOR
Contacts: .
: 11-15-12 SERVICE
Ronald G. Smith (714)765-4158
Special Instructions
1 :
Roorn Description Service hem Qty Pick Up Drop gilf
1 32 gallon console(fullness) 32 gallon console(fullness) 1.00 1 A
1
1 32 gallon console(fullness) 32 gallon consofe(fullness) 1.00 1 1 1 .
1 32 gallon console(fulness) 32 gallon console(fullness) 1.00
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1 32 gallon console(fullness) 32 gallon console(fullness) 1.00
1 32 gallon console(fullness) 32 gallon console(fullness) 1.00 \ 1 1
1 32 gallon console(fullness) 32 gallon console(fullness) 1.00
1 32 gallon console(fullness) 32 gallon console(fullness) 1.00 r
1 32 gallon console(fullness) 32 gallon console(fullness) 1.00 () I I
1 64 gallon tote (fullness) 64 gallon tote (fullness) 1.00 0 1
1 64 gallon tote (fullness) 64 gallon tote (fullness) 1.00 0
1 64 gallon tote (fullness) 64 gallon tote (fullness) 1.00 1 c) r
1 64 gallon tote (fullness) 64 gallon tote (fullness) 1.00 6 1 1
1 64 gallon tote (fullness) 64 gallon tote (fullness) 1.00
1 64 gallon tote (fullness) 64 gallon tote (fullness) 1.00 11111111
1 64 gallon tote (fullness) 64 gallon tote (fullness) -;', --- t"11■71. I. 1
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C;;Aannersixay. Records Nianagainerat nereioi confirms that the document:a, r flies„ and products': az
sumled to Cornerstone Records Management have neer: permenentky thestroyed
r.A4.:47 IIII:
: ... „ ...: Ti' NVIRONMENT Ad,
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-'!',':::, 0' Ati,... .:,. :-.':-.- ,Thi Recoreu ii.4020;:!:wwili !....
Ce3rninilled le; (i c.'icem,110 SCII::
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C/114/"Onnleill Ai/shredded matoriai Illa!
We Re:cyclic-
. /.,,‘ te.then lei (7 pelp.e..7 Mill to
he fl/() /C'71 Into new protincill
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6 ,, Page
Building Stop 99 "Our Irlpr icf lk attprx-st5 ,7&i
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Cornerstone Records Management
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Thu Nov 15, 2012 next:11/22/201A Mobile Scheduled Ticket # 5026744
City of Anaheim-Public Utlities Directions Routine Instructions
20 1 S. Anaheim Blvd. PLEASE SERVICE AFTER 1:00 DUE TO A MEETING ; PLEASE BE
Anaheim, CA 92805 FROM 12:00-1:00 : :ADVISED...CUSTOMER WILL
t 1-1AVE 80 OR MORE BOXES
I :EXTRA FOR DESTRUCTION FOR 1
Contacts:
11-15-12 SERVICE
Ronald G. Smith (714)765-4158
1
Special Instructions
,
1
Room Description Service hent Qty Pick rop Off
Time in: • ak Time Out: : ' Driver:(, 'Quantity:
r 'AIR A 40 _
Service / Comments
DESTRUCTION STATEMENT - On the date shown, designated confidential material was shredded
and destroyed as per our instructions.
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C..orrriterstene Records Management. hereby confirms that the tiocumentu, records., files, and products as
supplied to C,ernerstone Recordis Management have been permanent* destroye.d.
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