RES-2015-201RESOLUTION NO. 2015- 2 01
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ANAHEIM AUTHORIZING THE DESTRUCTION OF
CERTAIN CITY RECORDS MORE THAN TWO YEARS OLD
(AUDIT, CITY ADMINISTRATION, CITY ATTORNEY, CITY
CLERK, CITY TREASURER, FINANCE, FIRE & RESCUE
AND POLICE)
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 records under the charge of the Audit
Manager, City Manager, City Attorney, City Clerk, City Treasurer, Finance Director, Fire Chief
and Police Chief ("custodian(s) of records") are more than two years old and are documents
which are authorized for destruction under the provisions of Section 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,", "B," 11C," 11D,11 "E,11 "F," "G"
and "H" 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 Exhibit "A,", "B," "C," "D," "E," "F," "G" and "H" 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 this 1 th day of ,T,,np , 2015, by the following roll call
vote:
AYES: Mayor Tait and Council Members Kring, Murray, Brandman,
and Vanderbilt
NOES: None
ABSENT: None
ABSTAIN: None
ATT
E
CITY CLERK OF THE CITY OF ANAHEIM
APPROVED AS TO FORM:
MICHAEL R.W. HOUSTON,
CITY ATTORNEY
By:
yn or ey
De ty C y Attorney
109744/bmorley
2
CITY OF ANAHEIM
(� 245"t,
MAYOR OF THE CITY OF ANAHEIM
EXHIBIT B
RECORDS DESTRUCTION -2015
CITY ADMINISTRATION
RECORD SERIES
TOTAL
RETENTION
YEARS TO
DESTROY
Committees, Ad Hoc / Internal (employees)
2Y
2012
Correspondence — Letters, Memos
2Y
2012
Personnel Files - Department -Level Copies
T + 3Y
2011
Sister City Commission: Agendas, Agenda Packets 2012
2Y
2012
Subject Files
2Y
2012
The above records are no longer needed in the non -nal course of business and timing of
destruction isii ccord nce with the adopted Record Retention Schedule.
x - �.-f ! Date: �' (% 1
Paul S. Erxery '~
Interim City Manager l
RECORD SERIES
EXHIBIT C
RECORDS DESTRUCTION -2015
OFFICE OF THE CITY ATTORNEY
TOTAL I YEARS TO
- - -- - - -- -
RETENTION_ DESTROY
Accounts Payable — General
10Y
2002-2004
Accounts Payable — Outside Counsel
l0Y
1991-2001
Agendas
CY + 2Y
2004-2011
Agreements / Contracts
Attorney Chrons
Claims
CL + 10Y
CY + 8Y
CL + 5Y
1996-2004
2002-2006
2003-2008
Correspondence — letters, memos
G
General Files
-
2Y
9Y
2002-2011
2001-2004
---
Litigation
Misc. Correspondence Prosecutions
---
10Y
2Y
-
1997-2004
2010-2013
The above records are no longer needed in the nonnal course of business and timing of
destruction is in accordance with the adopted Record Retention Schedule.
x - �-- /� Date:
Mic1mA,R.Vr Houston
C�yorney
EXHIBIT F
RECORDS DESTRUCTION -2015
FINANCE DEPARTMENT
RECORD SERIES
TOTAL
RETENTION
YEARS TO
DESTROY
Employee Payroll File (Includes W -4s)
T + 5Y
2009
Personnel Files —Department Level Copies_
T + 3Y
1998-2010
The above records are no longer needed in the normal course of business and timing of
destru 'on is in accor n e with the adopted Record Retention Schedule.
xcxi4Date: 0(9 "!/ -°Z®/y
Deborah A. Moreno
Finance Director