2004-046RESOLUTION NO. 2004R- 46
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 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 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 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 30 day of Earch ,2004.
MAYOR OF THE AHEIM
ATTEST:
gte'flY CLEIk~ OF THE CITY OF ANAHEIM
APPROVED:
....,-... (¢,: ~-c, t, _
~ITY ATTORNE~Y~ ~ THE C~'OP~AHEm
40342.3
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) ss.
CITY OF ANAHEIM )
I, SHERYLL SCHROEDER, City Clerk of the City of Anaheim, do hereby certify that the foregoing
Resolution No. 2004-46 was introduced and adopted at a regular meeting provided by law, of the
Anaheim City Council held on the 30th day of March 2004, by the following vote of the members
thereof:
AYES: MAYOR/COUNCILMEMBERS: Pringle, Chavez, Hernandez, M¢Cracken,
Tait
NOES:
MAYOR/COUNCIL MEMBERS: None
ABSTAINED: MAYOR/COUNCIL MEMBERS: None
ABSENT: MAYOR/COUNCIL MEMBERS: None
(SEAL)
Agency 521, Org. 6114 Exhibit A: Page 1 of 2
EXHIBIT A: Boxes Eligible for Destruction - Utilities Administration
File Ref.: File Name Date Ret. Dest.
Utilities On-Line (Unsuccessful RFP) 1999 CY+2Y 2004
Utilities On-Line (Unsuccessful RFP) 1999 CY+2Y 2004
Telecommunications Policy Manuals (Duplicate) 1994 CY+2Y 2004
Department Orders (Superceded & Duplicate Binders) 1998 CY+2Y 2004
Safety & Training Officer Working Files 1997-2000 CY+2Y 2004
Time Sheets (Org. 0611-0627) 1998 CY+3Y 2004
Payroll Reports 1998 CY+3Y 2004
Time Sheets (Org. 0611-0627) 1998 CY+3Y 2004
Payroll Reports 1998 CY+3Y 2004
Payroll Reports 1999 CY+3Y 2004
Payroll Reports 2000 CY+3Y 2004
Administrative Working Files 1996-1998 CY+2Y 2004
Customer Relations Training 1989 T+5Y 2004
MOU's (Duplicate & Expired) 1993-2000 CY+2Y 2004
Memorandums (Public Works & Community 1999-2000 CY+2Y 2004
Development for Distribution Only)
Request for Proposals (RFP) - Unsuccessful 1997 CY+2Y 2004
Budget Manuals 1995-1997 CY+2Y 2004
Request for Proposals (RFP) - Unsuccessful 2000 CY+2Y 2004
Request for Proposals (RFP) - Unsuccessful 2000 CY+2Y 2004
Training Manuals- Outdated 1989-1995 T + 5Y 2004
Budget Working Files (Field) 1991-1992 CY+3Y 2004
Annual Reports [Duplicate Copies] 1983-1992 CY+2Y 2004
Annual Reports [Duplicate Copies] 2000 CY+2Y 2004
Annual Reports [Duplicate Copies] 2000 CY+2Y 2004
Annual Reports [Duplicate Copies] 2000 CY+2Y 2004
Annual Reports [Duplicate Copies] 2000 CY+2Y 2004
Annual Reports [Duplicate Copies] 2000 CY+2Y 2004
Annual Reports [Duplicate Copies] 2000 CY+2Y 2004
Annual Reports [Duplicate Copies] 2000 CY+2Y 2004
Annual Reports [Duplicate Copies] 2000 CY+2Y 2004
OCWD Board Meeting Packets 1999-2000 CY+2Y 2004
OCWD Board Meeting Packets 1999 CY+2Y 2004
OCWD Board Meeting Packets 2000 CY+2Y 2004
Agency 521, Org. 6114 Exhibit A: Page 2 of 2
EXHIBIT A: Boxes Eligible for Destruction - Utilities Administration
File Reft: File Name Date Ret. Dest
Personnel Selection/Recruitment Memoranda (Duplicate) 1999 CY+2Y 2004
Personnel Selection/Recruitment Memoranda (Duplicate) 2000 CY+2Y 2004
Personnel SelectioWRecruitment Memoranda (Duplicate) 2001 CY+2Y 2004
Recruitments 1985-1989 CY+5Y 2004
Department Staff Meetings 1992 CY+2Y 2004
Water Services Staff Analyst - Working Files 1996-1997 CY+2Y 2004
Annual Reports 1989-1991 CYq-2Y 2004
Recruitments 1990-1992 CY+2Y 2004
Principal Telecommunications Engineer - Working Files 1999 CY+2Y 2004
MFI TRANSITION BOXES FOR DESTRUCTION
Dispatch Orders/Logs 1988 CY+7 2004
Customer Service Correspondence 1978-1984 CY+2Y 2004
Off- Orders (Customer Service) 1987 CY+2Y 2004
Timeshcets (Administration) 2000 CY+3Y 2004
Timesheets (Administration) 2000 CY+3Y 2004
Timesheets (Meter Reading) 1995 CY+3Y 2004
Protested Bills/Customer Claims/Customer Correspondence 1998 CY+2Y 2004
Payroll Reports 1-6/2000 CY+3Y 2004
Budget Working Papers 1993-2000 CY+3Y 2004
Customer Service Staff Analyst - Working Files 1998 CY+2Y 2004
Call Center Correspondence 1999 CY+2Y 2004
Call Center Correspondence 1999 CY+2Y 2004
Field Service Reports 1992 CY+2Y 2004
Payroll Reports 1-6/2000 CY+3Y 2004
Temporary Water Service Permits 1997-1998 CY+2Y 2004
Substation Reports - Consolidation Lists 1985 CY+3Y 2004
Substation Reports - Consolidation Lists 1984 CY+3Y 2004
Substation Reports - Consolidation Lists 1983 CY+3Y 2004
Substation Reports - Consolidation Lists 1982 CY+3Y 2004
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 Utilities Administration
Division records. There are no extraordinary events such as litigation to cause them to
be removed from the destruction cycle.
Lori. J Pastucha
Administrative and Safety Manager
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Agency 521, Org. 0624
EXHIBIT A: - USC - Utilities Service Center
Location: 909 E. Vermont Ave, Anaheim CA
Exhibit A: Page 1 of 3
File Ref. File Name Date Ret Dest.
100.00 Printing Requisitions FY98799 CY+2 2004
100.00 Stock Stationary Requests FY98/990 CY+3 2004
100.00 Internal Correspondence 1997-2000 CY+2 2004
100.15 Dept. Orsanization/Stmcture Working Files 1995-1997 CY+2 2004
100.20 Notification of Outside Employment -Duplicates 1998-2000 CY+2 2004
100.20 Personnel Action Forms - Copies 1996 CY+2 2004
100.20 Statistical Balance Change Forms 1999 CY+3 2004
100.20 Payroll Reports 1999 CY+3 2004
100.20 Call -Out Lists 2000 CY+3 2004
100.20 Management Stand-by Memoranda 2000 CY+3 2004
100.20 Recruitments/Personnel Replacements - Copies 1996-1999 CY+3 2004
100.20 Economic Interest Forms - Copies 1998-1999 CY+3 2004
100.25 Electric Apprentice Committee Meetings 1995-1996 CY+3 2004
100.25 Electric T & D Supervisors Meetings 1995 CY+3 2004
100.25 Records Committee Notes 1993-1998 CY+3 2004
100.25 Clerical Staff Meeting Notes 1996-1998 ' CY+3 2004
100.55 Telephone Detail Reports 2000 CY+3 2004
100.70 Driver Daily Logs 2000 CY+2 2004
100.70 Fire Drill 2000 CY+2 2004
100.70 Fire Inspection Reports 2000 CY+2 2004
100.70 Safety Training - Notes 1988-1997 CY+2 2004
100.70 SEMS Training - Instructor's Notes 1995 CY+2 2004
100.70 Accident Investigations 1990 CY+ 10 2004
100.70 Electric Safety Committee Meeting Minutes 2000 CY+2 2004
100.70 Fire Inspection Reports 1997-2000 CY+2 2004
100.70 Hearing Conservation Program 2000 CY+2 2004
100.70 Safety Inspections 2000 CY+2 2004
100.70 Vehicle Inspections 2000 CY+2 2004
100.70 Accident Reports (Copies) 2000 CY+2 2004
100.70 Industrial Accident Reports (Copies) 2000 CY+2 2004
100.70 Vehicle Accident Reports 2000 CY+2 2004
100.70 CAL - OSHA Log 1997 CY+5 2004
100.70 Confined Space Entry Logs & Reports 2000 CY+2 2004
100.75 Training Enrollment Forms 2000 CY+2 2004
200.20 Key Partners Program 1996 CY+2 2004
200.20 Streamlining for Business 1997 CY+2 2004
200.50 EPA Correspondence 1980,1991, 1992 CY+2 2004
200.65 Asbestos Notification Memoranda 1992-2000 CY+2 2004
300.15 Budget Book - Working Papers 1998/1999 CY+3 2004
300.15 AFRAM Reports -Trial Balance 1998/1999 CY+3 2004
300.15 Labor & Equipment Rates 1998/1999 CY+3 2004
300.15 Fleet Maintenance Reports 1998/1999 CY+3 2004
300.15 Mileage Reimbursement Rates 1998/1999 CY+3 2004
300.45 Accounting Transaction Forms (Copies) 1998/1999 CY+2 2004
Agency 521, Org. 0624
EXHIBIT A: - USC - Utilities Service Center
Location: 909 E. Vermont Ave, Anaheim CA
Exhibit A: Page 2 of 3
300.45 Request For Delivery 1998/1999 CY+2 2004
300.45 Collection Official Receipts (Copies) 1999/2000 CY+2 2004
300.45 Petty cash Receipts (Copies) 1999/2000 CY+2 2004
300.45 Invoices 1999/2000 CY+2 2004
400.30 Damage to Facilities (Write-Offs & Paid) 1996/1997 CY+2 2004
500.00 Dispatch Orders (Copies) 2000 CY+2 2004
500.00 Electric Meter Shop Service Orders 1999 CY+3 2004
500.10 Invoices 1999/2000 CY+3 2004
500.10 Purchasing Log 1999/2000 CY+3 2004
500.10 Cut Sheets 1998/1999 CY+3 2004
500.10 Material Lists 2000 CY+2 2004
500.10 Invoices 1998/1999 CY+3 2004
500.10 Purchasing Log 1998/1999 CY+3 2004
500.10 RFD's 1999/2000 CY+2 2004
500.15 Contingency Plan (Working Copies) 1995 CY+2 2004
500.26 Encroachment Permits/Applications 1992-2000 T+2 2004
500.50 Street Lights - General Corrcspondence 1998 CY+2 2004
500.65 Interruption Reports 2000 CY+3 2004
600.01 Surveys (Purchasing & SCT) 1993-2000 CY+2 2004
700.10 Department Orders (Superceded & Duplicate) 1989 CY+2 2004
Agency 521, Org. 0624 Exhibit A: Page 3 of 3
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 Utilities
Administration Division records. There are no extraordinary events such as litigation to
cause them to be removed from the destruction cycle.
Michael T. Re~/ol~
Electric Operations Manager
Concur, / /
Assistant General Manager Electric Services
DES2002A.DOC
Agency 521, Org. 0614
EXHIBIT A: DATA Tapes - Utilities Administration
Location: Data Center, 4th Floor - CHW
Exhibit A: Page 1 of 1
Reel to Reel Tapes - Lewis Substation (Back-Up) 1973 CY+2Y 2004
Full System Back Up Tapes - Lewis Substation 1987-1993 CY+2Y 2004
(Back-Up)
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 Utilities Administration Division records. There are
no extraordinary events such as litigation to cause them to be removed from the destruction cycle.
Loft J. Pastucha
Administrative and Safety Manager