RES-2006-074RESOLUTION NO. 2006-074
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF ANAHEIM APPROVING THE RECORDS
RETENTION SCHEDULE, FOR THE CITY ATTORNEY'S
DEPARTMENT
WHEREAS, Section 34090, et seq., of the Government Code of the State of
California provides for the retention and destruction of certain records, documents,
instruments, books and papers (hereinafter "records"); and
WHEREAS, in accordance with the provisions of Section 34090 a Records
Retention Schedule was previously approved by the City Council for the City Attorney's
Department; and
WHEREAS, changes have been recommended to the Records Retention Schedule
for the Record Series in the City Attorney's Department as shown on the attached exhibit;
and
WHEREAS, the Records Policy Committee of the City of Anaheim concurs in
these changes; and
WHEREAS, the City Council concurs in these recommended changes to the
Records Retention Schedule for the City Attorney's Department.
NOW THEREFORE, BE IT RESOLVED by the City Council of the City of
Anaheim that the Records Retention Schedule for the City Attorney's Department, as
amended, and as more particularly described in Exhibit "A" attached hereto and
incorporated herein by this reference is hereby approved.
THE FOREGOING RESOLUTION is hereb approved and adopted by the City
Council of the City of Anaheim 9th day y ,2006.
MAYO OF THE CITY OF A EIM
ATTE
CLER OF CITY OF ANAHEIM
APPROVED AS TO FORM:
CITY ATTORNEY .
ATTEST: AXES: Mayor Pringle,~Council.Members Sidhu,~Sernandez, GallowaX, Chavez
NOES: None
Absent: None
ABSTAIN: Nome
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: City Attorney's Office
AGENCY NO: 103
RESOLUTION N0.99-149
DATE APPROVED: 07/20/1999
REVISED:
Pco a~n Name: ~ . A . ~'; . a:~Co~:~:.Caautsel; I; I3se ~Cou~.se1. r ~ .
...
f.~2 .. :.......... .
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Record Paper, correspondence, forms, photographs, microfilm, and audio tapes, maps, drawings, or other documents,
including all copies thereof, as well as originals (created by the City in the ordinary course of business) which directly
relate to the functionin of the or anization.
Non-record Material that does not relate directly to the functioning of the organization; is not produced by or specifically for, the
or anization.
.....
...~
. ...
.~
.,. .
CY Current Year
L Life of contract, buildin ore ui ment
P Permanent
. ~:~Qthei. Co~es~
~ ~ ~ ~ ~~ ~~~ ~ ~~ ~ ~ ~ ~~
S Until Su rseded CALC California Labor Code
T Termination (as in em to ment, contracts) CCR Code of California Re lations
V Vital Record CFR Code of Federal Re lations
WC While Current DP De artment Practice
Y Year(s) GC Government Code
OSHA Occu ational Safet & Health Act
5/5/2006 Page 1 of 4
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: City Attorney's Office
AGENCY NO: 103
RESOLUTION N0.99-149
DATE APPROVED: 07/20/1999
REVISED:
RECORDS SERIES ~~~ . ~ ~ CI;i~S ..~..: ~.:~ ~ ~~...:.:.~.~ ~. AII'Ri~'Y . ~ ~: ~~
Accountin Re orts CY + 2 Y Generic
Accounts Pa able Invoices CY + 3 Y Generic
Accounts Payable: Outside Counsel -
General Reports CY + 9 Y GC34090
Accounts Payable: Outside Counsel -
Liti ation Reports T + 6 Y GC34090
Attendance Statistical Series Re rts CY + 2 Y Generic
Attorne /Staff Chron Files CY + 8 Y DP
Bankru tc Files WC + 10 Y DP
Bud et (as submitted) Other CY + 3 Y Generic
Bud et (work sheets) Other CY + 3 Y Generic
Calendars, Diaries Other CY + 2 Y Generic
CII's and Miscellaneous Re orts WC + 2 Y DP
Claims Case Files CY + 5 Y DP Record co : Cit Clerk
Collections Re rts WC + 10 Y DP
Contracts Files T + 7 Y DP Record co : Cit Clerk
Copies Other DI Generic Extra copies no longer
needed; research materials
available from other
sources.
Comes ondence, General Other CY + 2 Y Generic
Covenants, Conditions & Restrictions Case Files CY + 15 Y GC34090; DP
Criminal Case Files WC + 10 Y DP
Defense Liti ation Case Files WC + 10 Y DP
Delive Re uests Forams CY + 2 Y Generic
5/5/2006 Page 2 of 4
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: City Attorney's Office
AGENCY NO: 103
RESOLUTION N0.99-149
DATE APPROVED: 07/20/1999
REVISED:
RECORDS SERIES ~ ~ ~:. CLASS ~ RE~'ENTION ~ i~~Ol~T3~.':~:. ~ ..:.: ~ ~ ~: ~ ~ S .. ~ .
Drafts Other DI Generic Office memos, minutes,
internal reports, working
idles duplicating official
record files.
E ui ment Manuals Other WC Generic
Ex nse Claims Other CY + 3 Y Generic
Financial Records (De artmental) Files CY + 3 Y Generic
Front Desk, Front Desk Appointment
Book, Libra ,Hand Deliveries Logs CY + 2 Y GC34090
General Files CY + 9 Y GC34090; DP
Interde aztmental Chaz es Re orts CY + 3 Y Generic
Inventories Re orts CY + 3 Y Generic
Itinerazies Other CY + 2 Y Generic
Labor Re orts WC + 10 Y DP
Libr material Other CY + 2 Y DP
Notes Other DI Generic Including handwritten;
notes not reflecting
relevant matter, histo
Or anization Chazts Other CV + 2 Y Generic
Pa oll Re orts CY + 2 Y Generic
Personnel Records Files T + 4 Y Generic Limited Access. Includes
performance reviews,
MAPS
Personnel Records, Grievance Files T + 5 Y Generic Limited Access; create as
needed.
5/5/2006 Page 3 of 4
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: City Attorney's Office
AGENCY NO: 103
RESOLUTION N0.99-149
DATE APPROVED: 07/20/1999
REVISED:
RECORDS SERIES ..
~ ~ ~ CLASS
RETENON ~ ..
~AU~llwl~~~~~ ~~~ :.
~::~~~~°:.. , ~ . .
Personnel Records, Workers
Com nsation Files T + 5 Y Generic Limited Access; create as
needed.
Plaintiff Liti ation Case Files WC + 10 Y DP
Policies, Procedures - De artmental Other WC + 5 Y Generic
Public Utilities files in Counsel Office Case Files See Public Utilities
Retention Schedule
Purchase Orders Other CY + 2 Y Generic
Section Ma s Other WC + 2 Y DP
Si -in Forms CY + 2 Y DP
Software License Other L Generic
Staff Meetin s Minutes CY + 3 Y Generic
Staff Re rts (to Cit Council) Re rts CY + 2 Y Generic Record Co : Cit Clerk
Subro ation Case Files WC + 10 Y DP
Tele hone Messa es Lo CY + 2 Y Generic
Tele hone Messa es, sli s Other DI Generic
Tele hone Usa a Re orts CY + 2 Y Generic
Terminal Dis osition Files WC + 4 Y DP
Time Sheets, signed Other A + 6 Y Generic
29 CFR 516.5
Variance (Bud et) Re orts CY + 2 Y Generic
Work R uests Forms CY + 2 Y Generic
Workers Compensation Files P CCR 14311;
CCR 15400.2
CAL 110-139.6 Record copy: Risk
Management
5/5/2006 Page 4 of 4