RES-2014-086 RESOLUTION NO. 2014 -086
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ANAHEIM AUTHORIZING THE DESTRUCTION OF
CERTAIN CITY RECORDS MORE THAN TWO YEARS OLD
(CITY ADMINISTRATION, CITY CLERK, COMMUNITY
DEVELOPMENT AND FINANCE)
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 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 record under the charge of the City
Manager, City Clerk, Executive Director of Community Development, and Finance Director
( "custodian(s) 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(s) 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(s) 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 for
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(s) of the described records in Exhibits "A," "B," "C," and "D" 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 the custodian's charge, as more
particularly described in Exhibits "A," "B," "C," and "D" 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.
THE FOREGOING RESOLUTION is approved and adopted by the City Council
of the City of Anaheim the 10th day of June , 2014, by the following roll call vote:
AYES: Mayor Tait, Council Members Eastman, Murray, Brandmai and Kring
NOES: None
ABSENT: None
ABSTAIN: None
CITY OF AHEI
By
MA OR OF TH CITY OF ANAHEIM
ATTEST:
r.
By ■AAA I
CITY LERK e THE CITY OF ANAHEIM
APPROVED AS TO FORM:
MICHAEL R.W. HOUSTON,
CIT e TTORNEY
By
Bryn 1 . i • 1-;Mil
Deput Ci'y Attorney
102706.1 /bmorley
EXHIBIT A
RECORDS DESTRUCTION -2014
CITY ADMINISTRATION
TOTAL YEARS TO
RECORD SERIES 1 RETENTION DESTROY
Anaheim Anytime 2Y 2006
Committees, Ad Hoc / Internal (employees) 2Y 1 2008 -2011
Correspondence — Letters, Memos 2Y 2009 -2011
Intergovernmental Relations 2Y 2006 -2011
Legislation 2Y 1995 -1999
Personnel Files - Department -Level Copies I T + 3Y 1985 -2010
Project Files 2Y j 1994 -2011
Reports and Studies 5Y 1994 -2011
Requests for Proposals /Qualifications (RFPs, RFQs), Bid SY 2006 -2007
Specifications
Sesquicentennial Commission: Agendas, Agenda Packets 2Y 2007
Sister City Commission: Agendas, Agenda Packets 2Y 2010 -2011
Subject Files 2Y 1994 -2011
The above pcord are no longer needed in the normal course of business and timing of
destructio,, `s in , ccordance with the adopted Record Retention S edule.
x / Date: l' 6/
Paul S. Emery fr
Interim City Manag ;
EXHIBIT B
RECORDS DESTRUCTION -2014
OFFICE OF THE CITY CLERK
RECORD SERIES TOTAL YEARS TO
RETENTION DESTROY
Action Agendas 2Y 2004 -2011
Applications for Boards, Commissions or Committees ET + 2Y 1996 -2010
(Appointed)
Applications for Boards, Commissions or Committees (Not 1
2Y 2003 -2010
Appointed)
Campaign Statements: Unsuccessful Candidates 5Y 2000 -2008
Claims 5Y 1999 -2008
Committees, Ad Hoc / Internal (employees) 2Y 2005 -2008
Correspondence — Letters, Memos 2Y 1996 -2010
Council Audio Recordings 5Y 2001 -2004
Council Video Recordings 5Y 1999 -2003
Insurance Certificates 5Y 2007 -2008
Legal Notices / Legal Advertising 2Y 2007 -2009
Personnel Files — Department -Level Copies T + 3Y 1987 -2008
Proof of Publication / Affidavits of Publication 5Y 2001 -2006
Proposals, Bid Responses (Unsuccessful) 2Y 1 1962 -2011
■
Public Records Act Requests 2Y 2007 -2011
Statement of Economic Interest / Filings: Designated
Employees 7Y 2005 -2006
The ..o ; records are no longer needed in the normal course of business and timing of
des' ction is in ac .. , nce with the adopted Record Retention Schedule.
x I � �' , '..�.I_r 0 Date: (Q,1 1 1--F
Lin. a N. Andal
City Clerk
EXHIBIT C
RECORDS DESTRUCTION -2014
COMMUNITY DEVELOPMENT DEPARTMENT
TOTAL YEARS TO
RECORD SERIES RETENTION DESTROY
Section 8 Applications for Program — Disqualified or Not 3Y 1986 -2010
Placed
Section 8 Tenant Files — WITHOUT Unpaid Balances CL + 3Y 1981 -2010
Section 8 Waiting List 3Y , 1988 -1992
Workforce Development Grants / Program Files 5Y 2003 -2004
Workforce Development Participant Case Files,
Procurement Records, Property Inventory 5Y 1989 -2008
The ab •,- - ords are no longer needed in the normal course of business and timing of
des r. 'on ' rdance with the adopted Record Retention S e ule.
Date: 71
Exe• tive erector of Community Development
EXHIBIT D
RECORDS DESTRUCTION -2014
FINANCE DEPARTMENT
CITY RECORD SERIES TOTAL YEAR TO
RETENTION DESTROY
+11 Years after
Contracts & Agreements - Administration Files CL + 10Y Close
Correspondence - Letters, Memos 2Y FY 2012 and prior
FINANCE RECORD SERIES TOTAL YEAR TO
RETENTION DESTROY
Cost Allocation Report 7Y FY 2007 and prior
External Audit Work Papers / Audit Schedules for External
5Y FY 2009 and prior
Audits
Budget Adjustments 5Y FY 2009 and prior
Budget, Investment, and Technology Commission, etc. 30 days FY 2013 and prior
AUDIO RECORDINGS OF MEETINGS / AUDIO TAPES
Budget, Investment, and Technology Commission, etc.
AGENDAS, AGENDA PACKETS, STAFF REPORTS 2Y FY 2011 and prior
1099's Issued / 1096, etc. 5Y FY 2009 and prior
Monthly Accounts Payable Purchasing Card Statements and
5Y FY 2009 and prior
Backup
Accounts Receivable Invoices, Credit Card Slips for
5Y FY 2009 and rior
Receivables - Includes DUI Invoices p
Bank Statements, Bank Reconciliations 5Y FY 2009 and prior
Cash Reconciliations: Adjustments, Receipts 5Y FY 2009 and prior 1
+6 Years after
Depositor Trust Fund Receipts CL + 5Y Close
Escheat 5Y FY 2009 and prior
Fixed Asset Working Papers 5Y FY 2009 and prior
Journal Vouchers / Journal Entries 5Y FY 2009 and prior
Management Reports / Measure "A" / GANN Limit 5Y FY 2009 and prior
Notices to Bill 5Y FY 2009 and prior
Reports: Annual State or Federal: State Controller's Report,
10Y FY 2004 and prior
etc.
+6 years after
Employee Payroll File (Includes W -4s) T + 5y Termination
Formal Bids - Successful 5Y FY 2009 and prior
Formal Bids — Unsuccessful 2Y FY 2012 and prior
Purchase Orders & Master Agreements 5Y FY 2009 and prior
The above records are no 1 nger needed in the normal course of business and timing of
• - -1 on is in accor a c ith the adopted Record Retention Schedule.
' Date: 6- / /
Deborah A. Moreno
Finance Director
, �
' CERTIFICATE OF DESTRUCTION
Q SERVICE TICKET #: 0082C - 42523
�� DATE: 07/02/2014
CUSTOMER #: 1964
SERVICE/TYPE: Purge/Offsite
NEXT SERVICE DATE: Not scheduled.
CITY OF ANAHEIM CITY ADMINISTRATION 7TH FL NEXT SERVICE TYPE: Not scheduled.
200 S ANAHEIM BLVD
7TH FL #733
ANAHEIM, CA 928053820
CONTACT: MAGGIE SOLORIO {CITY ADMIN. 7TH FL} - Phone: (714)765-5019
SERVICE PERFORMED SVC'D ADD'L
Bag - (1) ' _ �� �����,� Lock (s) Present/Operable : -,X-es No
Pounds � I
Minutes � � � _ Clasp(s) Present/Operable: `� No
, ;J i � �'.i � f��C 1
COMMBNTS:
This certificate is to certify that Cintas Document Management will shred confidential data per customer's instructions for the above-mentioned company. Offsite destruction
services are not NA[D Certified. Hard Drive destruction services are NAID Certified.
CUSTOMER SIGNATURE: DATE:
SERVICE REP SIGNATURE: DATE:
2618 O • SANTA A, 07372 • Phone: (714)957-2852• Fax: (714)957-2972
�
' CERTIFICATE OF DESTRUCTION
� SERVICE TICKET #: 0082C - 47998
DATE: 09/03/2014
�� CUSTOMER #: 1963
SERVICE/TYPE: Purge/Onsite
NEXT SERVICE DATE: 09/17/2014
CITY OF ANAHEIM FINANCE DEPT 6TH FL NEXT SERVICE TYPE: Regular Scheduled
200 S ANAHEIM BLVD
6TH FLOOR SUITE # 643
ANAHEIM, CA 928053820
CONTACT: TENZI CASTRO {FINANCE DEPT 6TH FL 643} - Phone: (714)765-4246
SERVICE PERFORMED SVC'D ADD'L
64 Gallon Wheeled Container -(2) --� Lock(s) Present/Operable: �Ye No
Pounds
Minutes Clasp(s) Present/Operable: Yes No
l��l�.ta,�,�-E�vr�,
COMMBNTS:
This certificate is to certify that Cintas Document Management will shred confidential data per customer's instructions for the above-mentioned wmpany. Mobile and Hard Drive
destruction services are NAID Certified.
CUSTOMER SIGNATURE: DATE:
SERVICE REP SIGNATURE: DATE:
2618 OAK ST• SANTA ANA, CA 927 e: (714)957-2852• Fax: (714)957-2972
72.0 :Cubic Ft 10/30/2014 :Date 187673063 Order Number:
Michele Kelly Name: CF279 Customer ID:
\OOH.HOHKFL0
Signature: CITY OF ANAHEIM Company Name:
.
reconstructed orkflow so that the information cannot bew
ance with our Secure Shredding destruction process in accord
services on the order(s) referenced below have entered the
Iron Mountain certifies that the materials related to shredding
Certificate of Destruction