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RES-2016-106RESOLUTION NO. 2016-10 6 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, COMMUNITY SERVICES, FINANCE, HUMAN RESOURCES, POLICE, PUBLIC WORKS AND PUBLIC UTILITIES) 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, Community Services Director, Finance Director, Human Resources Director, Police Chief, Public Works Director and Public Utilities General Manager ("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 detennined 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," "C," "D," "E," "F," "G," "H," "I" and "J" 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," "H," "I" and "J" 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 21 st day of June , 2016, by the following roll call vote: AYES: Mayor Tait and Council Members Kring, Murray, Brandman, and Vanderbilt NOES: None ABSENT: None ABSTAIN: None ATT CITY CLERK OF THE CITY OF ANAHEIM APPROVED AS TO FORM: KRISTIN A. PELLETIER, ACTING CITY ATTORNEY 2 CITY OF ANAHEIM MAYOR OF THE CITY OF ANAHEIM EXHIBIT A RECORDS DESTRUCTION -2016 AUDIT DIVISION RECORD SERIES TOTAL YEARS TO RETENTION DESTROY Audits — Internal Audits / Current Working Papers AU + 5Y 2004-2011 Audits — Internal Audits / Current Working Papers — When a Subsequent Audit is Performed Within Five Years 2Y 2012-2013 Audits — Internal Audits — Final Audit Reports & General Files l0Y 2005-2006 The above records are no longer needed in the normal course of business and timing of destruction is in accordance with the adopted Record Retention Schedule. x Date: &A114 Joe omines Audit Manager EXHIBIT B RECORDS DESTRUCTION -2016 CITY ADMINISTRATION RECORD SERIES TOTAL RETENTION YEARS TO DESTROY Advocacy— Lobbyist Disclosure 7Y 1991-1999 Citizens Advisory Committee — Agendas, Agenda Packets 2Y 2012-2013 City Council Proclamations / Commendations / Certificates / Recognitions 2Y 2000-2005 City Council Correspondence / Mayor Correspondence 2Y 1999-2010 Committees, Ad Hoc / Internal (employees) 2Y 2013 Complaints / Concerns from Citizens 2Y 1999-2010 Contracts & Agreements -Administration Files CL + 10Y 1999-2005 Correspondence — City Manager's Office Letters, Memos, Chronological Files 2Y 1990-2001, 2013 Intergovernmental Relations 2Y 2002-2005 Personnel Files - Department -Level Copies T + 3Y 2012 Project Files — External Affairs 2Y 1991-2007 Sister City Commission: Agendas, Agenda Packets 2Y 2013 Subject Files — City Council 2Y 2006-2010 Subject Files — City Manager's Office 2Y 2013 The above recgrds are no longer needed in the normal course of business and timing of destruction iVY1 ac.4dar with the adopted Record Retention Schedule. s x `',,. ` ,,, Date: 6y?& /0, 2�1 Paul S. Emery City Manager EXHIBIT C RECORDS DESTRUCTION -2016 CITY ATTORNEY'S OFFICE RECORD SERIES TOTAL RETENTION YEARS TO DESTROY Accounts Payable – General l0Y 2006 Attorney Chrons 9Y 2007 Claims 5Y 2009 Correspondence – Prosecution 2Y 2010-2014 General Files 9Y 2005-2006— The above records are no longer needed in the normal course of business and timing of destructio is in ac nee with the adopted Record Retention Schedule. x Date: < n A. Pellet r Acting City Attorney EXHIBIT D RECORDS DESTRUCTION -2016 OFFICE OF THE CITY CLERK RECORD SERIES TOTAL RETENTION YEARS TO DESTROY Applications for Boards, Commissions or Committees (Appointed) ET + 2Y 1996-2013 Applications for Boards, Commissions or Committees (Not Appointed) 2Y 1996-2014 Billing: Monthly Billing, Fringe Billing 5Y 2004-2005 Bonds — Security / Performance / Labor / Material MA + 10Y 1990-1993 Campaign Statements: Other Committees l0Y 1996-1998 Campaign Statements: Unsuccessful Candidates l0Y 1992-2001 Claims CL + 5Y 2005-2010 Consolidated Action Plan E + 5Y 2000 Contracts / Agreements — Non -Infrastructure / General CL + 10Y 1976-2004 Correspondence — Letters, Memos 2Y 1996-2013 Legal Notices / Legal Advertising 2Y 2010-2011 Monthly Accounts Payable Purchasing Card Statements & Backup 5Y 2004-2006 Notices — Unscheduled Vacancies 2Y 1998-2013 OSHA Inspections & Citations, Log 200, 300, 301, 301A, etc. 5Y 1997 Personnel Files — Department -Level Copies T + 3Y 2000-2001 Proposals, Bid Responses (Unsuccessful) 2Y 1992-2013 Public Records Act Requests 2Y 2008-2012 Requests for Proposals / Qualifications (RFPs, RFQs), Bid Specifications 5Y 2011-2013 Statement of Economic Interest / Filings: Designated Employees 7Y 1997 Statement of Economic Interest / Filings: Public Officials ET + 7Y 1994-1999 Subject Files 2Y 2005-2013 Subpoenas (Duces Tecum) 2Y 2008-2011 Time Cards / Time Sheets / Timecard Entry l0Y 2003 The above records are no longer needed in the normal course of business and timing of dept 'is in accordance with the adopted Record Retention Schedule. xDate: ��(LQI Andal, CMC City Clerk EXHIBIT E RECORDS DESTRUCTION -2016 COMMUNITY SERVICES DEPARTMENT RECORD SERIES TOTAL RETENTION YEARS TO DESTROY Accident Reports: Public or City Property 2Y 1985-2007 Accounts Payable, Invoices: Backup (not forwarded to Finance Department) l0Y 2003-2005 Boards & Commissions Agendas, Agenda Packets (Community Services Board, Cultural & Heritage Commission, Parks & Recreation Commission, Senior Citizens Commission) 2Y 2009-2013 Boards & Commissions Audio Recordings of Meetings / Audio Tapes (Community Services Board, Cultural & Heritage Commission, Library Board, Parks & Recreation Commission, Senior Citizens Commission) 30 Days 2009-2012 Case Management Files CL + 5Y 1994-2011 CDBG (Community Development Block Grant) Paperwork 5Y 1982-2001 Collection Agency Statements / Reports — Library 5Y 1999-2010 Complaints / Concerns from Citizens 2Y 2009-2013 Contracts & Agreements — Administration Files CL + 10Y 1997 Correspondence — Letters, Memos 2Y 1986-2013 Daily Vehicle Inspections / Daily Equipment Checks 2Y 2008-2013 Day Trips (One Day Excursions & Waivers) 2Y 2013 & prior Donation Accounts 5Y 1995-2010 Facility Use Permits & Equipment Applications, Books, Waivers 2Y 2013 & prior Grants 5Y 2003-2006 Grants: Library Grants CL + 5Y 1999-2005 Incident Reports 2Y 2007-2013 Insurance Certificates (not tied to contracts) 5Y 2002-2009 Library Board Agendas, Agenda Packets 2Y 1997-2012 LiveScan Response Analysis Sheets — Not Hired / Unsuccessful Volunteers 3Y 1999-2009 Personnel Files — Department -Level Copies T + 3Y 2013 & prior Personnel Files — Human Resources Delegated T + 30Y 1984 & prior Personnel Files — Medical Records — Human Resources Delegated T + 30Y 1984 & prior Personnel Work Schedules 2Y 2013 & prior Proposals, Bid Responses (Successful) 5Y 2007 Public Records Act Requests 2Y 2011-2013 Recruitment Files 3Y 2012 & prior Registration Forms, includes Hold Harmless 2Y 2013 & prior Reports and Studies 5Y 2010 & prior Requests for Proposals / Qualifications (RFPs, RFQs), Bid Specifications 5Y 2001-2009 Sign -In Sheets 2Y 2013 & prior EXHIBIT E RECORDS DESTRUCTION -2016 COMMUNITY SERVICES DEPARTMENT RECORD SERIES TOTAL RETENTION YEARS TO DESTROY Special Events / Special Event Contracts CL + 2Y 2013 & prior Subject Files 2Y 1995-2013 Surveys / Questionnaires 2Y 2001-2013 Time Cards / Time Sheets / Timecard Entry l0Y 1985-2005 Training 7Y 2004-2008— Volunteers & Reserves – Successful Applicants T + 3Y 2012 & prior The above records are no longer needed in the normal course of business and timing of destruction is in accordanc with the adopted Record Retention Schedule. x Date: Terry Lowe Director of Community Services EXHIBIT F RECORDS DESTRUCTION -2016 FINANCE DEPARTMENT RECORD SERIES TOTAL RETENTION YEARS TO DESTROY 1099's Issued / 1096, etc. 5Y FY 2010 & prior Accounts Receivable Invoices, Credit Card Slips for Receivables - Includes DUI Invoices 5Y FY 2010 & prior Bank Statements, Bank Reconciliations 5Y FY 2010 & prior Cash Reconciliations: Adjustments, Receipts 5Y FY 2010 & prior Cost Allocation Report 7Y FY 2008 & prior Depositor Trust Fund Receipts CL + 5Y FY 2009 & prior Employee Payroll File (Includes W -4s) T + 5Y FY 2010 & prior Escheat 5Y FY 2010 & prior External Audit Work Papers / Audit Schedules for External Audits 5Y FY 2010 & prior Fixed Asset Working Papers 5Y FY 2010 & prior Formal Bids — Successful 5Y FY 2010 & prior Formal Bids — Unsuccessful 2Y FY 2013 & prior Monthly Accounts Payable Purchasing Card Statements and Backup 5Y FY 2010 & prior Notices to Bill 5Y FY 2010 & prior Purchase Orders & Master Agreements 5Y FY 2010 & prior Reports: Annual State or Federal: State Controller's Report, etc. 10Y FY 2005 & prior Time Cards / Time Sheets / Timecard Entry I 10Y I FY 2005 & prior The above records are no longer needed in the normal course of business and timing of destruction is in accordance w'th the adopted Record Retention Schedule. x % r , Date: �O� o Deborah A. Moreno Finance Director / City Treasurer EXHIBIT G RECORDS DESTRUCTION -2016 HUMAN RESOURCES RECORD SERIES TOTAL RETENTION YEARS TO DESTROY Compensation Surveys & Studies 3Y 1995-2011 Correspondence 2Y 2005-2014 Deferred Compensation Action Reports 5Y 2009-2010 Health Council 2Y 2007-2012 Studies & Surveys Conducted on Behalf of the City 3Y 1995-2011 The above records are no longer needed in the normal course of business and timing of destructip-i 'n accordance with the adopted Record Retention Schedule. x Date: Ocell Jas Motsick A ting Human Resources Director EXHIBIT H RECORDS DESTRUCTION -2016 POLICE DEPARTMENT RECORD SERIES TOTAL RETENTION YEARS TO DESTROY Citations — Administrative Initial Reviews, Refunds 2Y 2011-2013 Citations — Parking 2Y 2013 Citations — Traffic (Notice to Appear) 7Y 2004-2008 Citations Logs (Movers) 7Y 1999-2001 Clearance Letters 2Y 2012 Collection Officer Receipts 2Y 1998-2008 Correspondence 2Y 2009-2010, 2013 Court Calendar 2Y 2013 Court Dispositions (Non -Report Related) 2Y 2011-2013 Criminal Intelligence Files 5Y 2006-2010 Dispatch Tapes / Recordings (Police CAD) / Recordings of Communications Dispatch 2Y 2013 Emergency Cost Recovery / DUI Claims 7Y 2007-2008 Internal Affairs Investigations / Disciplinary Files / Complaints / In -Custody Deaths, Major Incident Response Team (MIRT), and Officer Involved Shootings CL + 5Y 1981-2010 Juvenile Sealings CL + 5Y 2005-2010 Latent Prints (Crime Scene — Miscellaneous) 11Y 1991-2004 Misdemeanor or Infraction — Marijuana CL + 2Y 1995-2004 Personnel Background Packet — Unsuccessful — Employees, Reservists, Volunteers 3Y 2011-2013 Personnel Files — Department -Level Copies T + 3Y 2004-2009 Personnel Files — Department -Level Medical Records T + 30Y 1984 & prior Personnel Work Schedules 2Y 2012-2013 Public Records Act Requests 2Y 2013 Public Records Act Requests 2Y 2008-2013 Registrants: Narcotic 5Y 2005-2010 Reports: Monthly Statistics / Uniform Crime Reports (UCR) — Summaries (BCS) 2Y 2010-2013 Subpoenas (Duces Tecum & Officer Appearance) 2Y 2013 Subpoenas (Tape Requests) 2Y 2012-2013 Suspension Notices (Non -Report Related) 2Y 2006-2009 Traffic Hearing Officer Records 2Y 2010-2013 Validation List: DOJ, NCIC Validation 2Y 2005-2008 The above records are no lower needed in the normal course of business and timing of destruction is ' r an wit e adopted Record Retention Schedule. x Raul Quezada Chief of Police Date:/C- EXHIBIT I RECORDS DESTRUCTION -2016 PUBLIC WORKS DEPARTMENT RECORD SERIES TOTAL YEARS TO RETENTION DESTROY Contracts & Agreements — Administration Files CL + 10Y 2003-2006 Rideshare / AQMD Reports 3Y 2009-2012 The above records are no longer needed in the normal course of business and timing of destruction is in accordance with the adopted Record Retention Schedule. r�- x Date: &tn e, Rud mami Acting Public Works Director EXHIBIT J RECORDS DESTRUCTION -2016 PUBLIC UTILITIES DEPARTMENT RECORD SERIES TOTAL RETENTION YEARS TO DESTROY Bankruptcy Case Files CL + 5Y 1991-2004 Billing: Monthly Billing, Fringe Billing 5Y 2002-2005 Checks — Received from Customers 5Y 2009 CIS — Revenue Protection 7Y 1990-2008 Contracts & Agreements — Administration Files CL + 10Y 2002-2005 Correspondence — Letters, Memos 2Y 2002-2013 Customer Account Adjustment Backup 2Y 1999-2012 Daily Reports & CRLs 2Y 1999-2012 Payment Collection Cards / Stubs Customer Account Records 120 days 2003-2015 Reports & Studies 5Y 2001-2010 Subject Files 2Y 1999-2001 Underground Service Alerts (USA's) 7Y 2005 Thetabo,ve records a e no longer needed in the normal course of business and timing of dest'cc dance with the adopted Record Retention Schedule. x Date: Dukku Lee Public Utilities General Manager 411% Southern California Shredding, Inc. Invoice +. 20492 Crescent Bay Drive, Ste# 112 41it�" Lake Forest, CA 92630 Account# Invoice# CYrN; Phone# 949-305-5511 Fax# 949-305-6611 infoAsocalshredding.com 01004 115165 Date 1/31/2019 Bill To Service Location: City Clerk City Clerk 200 S.Anaheim Blvd.2nd Floor 200 S.Anaheim Blvd.2nd Floor Anaheim,CA 92805 Anaheim,CA 92805 Terms P.O. NO Net 30 D0 730815 Date Description Location Qty Price Amount 1/2/2019 1 Console of Shredding 1 10.00 10.00 Standard File Box of Shredding 5 1.00 5.00 1/30/2019 1 Console of Shredding 1 10.00 10.00 Total This Invoice: $25.00 CERTIFICATE OF DESTRUCTION Payments/Credits: $0.00 This is to certify that the Southern California Shredding,Inc. has destroyed the materials as received from the destruction location listed Total Outstanding Balance above on the date of service shown. It is further certified that these materials were destroyed under strict security conditions and then $35.00 recycled. Please include this Invoice Number on your payment. Southern California Shredding,Inc. - Southern California Shredding gladly accepts Credit Card payments for your BECAUSE THE OUTCOME HAS TO BE CERTAIN!!! convenience.