RES-2006-075RESOLUTION NO. 20Db-075
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF ANAHEIM APPROVING THE RECORDS
RETENTION SCHEDULE, FOR THE CITY CLERK'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 Clerk's
Department; and
WHEREAS, changes have been recommended to the Records Retention Schedule
for the Record Series in the City Clerk'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 Clerk's Department.
NOW THEREFORE, BE TT RESOLVED by the City Council of the City of
Anaheim that the Records Retention Schedule for the City Clerk'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 RESOL ON is hereb proved and adopted by the City
Council of the City of Anaheim 9th day May ,2006.
MAYOR OF THE C F IM
ATTE
CLE OF E CITY OF ANAHEIM
APPROVED AS TO FORM:
CITY ATTORNEY
ATTEST: AYES: Mayor Pingle, Council Members Sidhu, Hernandez, Galloway, Chavez
NOES: NONE
ABSENT: NONE
ABSTAIN: NONE
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
AGENCY: CITY CLERK
AGENCY NO.: 104
RESOLUTION NO. 2002R-103
DATE APPROVED: 5/21/2002
Prev/approva199R-150 07/20/99
Prev/approval 94R-275 12/06/1994
Pro Name: ~ ~ .. .. ~ .. .. ..
No.: ~1~132,1133 ~ ~ ~ ~
. ~ bodes a~~~e>Ia~ions ~ :. ~ ~ ~ ~ . .
Record Paper, correspondence, forms, photographs, microfilm, and audio tapes, maps, drawings, or other documents, including all copies thereof, as
well as on finals created b the Cit in the ordin course of business which directl relate to the functionin of the or anization.
Non-record Material that does not relate directl to the functionin of the or anization; is not roduced b ors cificall for, the or anization.
Reten~4taECode ~ ~ `•+~„~`x., .
CL Closed/Com letion
CY Current Year
E Ex iration
ET End of Term, Ex iration of Term .
L Life of contract, buildin or ui ment ~:-;i;~%~-:~~.• :.~.~ Oti~erCodes ;~
P Permanent FPPC Fair Political Practice Commission
S Su rseded CAC California Administrative Code
T Termination as in em to ment, contracts CCP Code of Civil Procedures
V Vital Record CCR Code of California Re ulations
WC While Current CFR Code of Federal Re lations
Y Year s) GC Government Code
OSHA Occu ational Safe & Health Act
SEC Securit Exchan a Commission
**If files are not audited within the retention period, they will be destroyed after seven (7) years; i.e. an `A+2Y' retention period will be retained for
seven years, J the file does not get audited within seven years it will be destroyed after the seventh years unless otherwise stated in contracts.
5/5/2006 Page 1 of 6
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
AGENCY: CITY CLERK
AGENCY NO.: 104
RESOLUTION NO. 2002R-103
DATE APPROVED: 5/21/2002
Prev/approva199R-150 07/20/99
Prev/approval 94R-275 12/06/ 1994
RECORD SERIES ~ ~ ~ CLASS REf `ION . :~ i~~t~~ORITY. `.. ~ : ~~: ~ . ~ .CIIVTS . ~. .
Abandonments & Vacations (streets & alley Case Files P GC34090
Action Agendas Other CY + 2 Y GC34090
Agenda reports (staff reports) Other CY + 2 Y GC34090 (d)
Annexations Case Files P GC34090a
Annual Financial Report (copy) Reports CY + 2 Y CAC 16023
GC SOl l0 Record Copy: Finance
Articles of Incorporation Other P GC34090
CCP 337.2
Assessment Districts Case Files P GC34090
Ballots, Sam le Other P DP
Ballots, Voted Other E + 1 Y DP
EC 17302
Bids, Public Works Pro'ects -Unsuccessful Other CY + 2 Y GC34090d
Boards/Committees/Commission Minutes CY +2 Y DP Record copy:
De artments
Boards/Committees/Commission -Applications,
not selected Other CL + 2 Y GC34090
Boards/Committees/Commission -Applications,
selected Other T + 2 Y GC34090
GC40801
Bond Issue, Financin Case Files P DP Closin Documents
Bonds, Securit Other CL + 2 Y GC34090 Performance
Bud t, Council Ado ted Re orts P GC34090
Cam ai Committee, Statement of Termination Fonm CY +7 Y GC81009 e
Cam ai Statements -Successful Candidates Re rts P EC81009 b)
Cam ai Statements -Unsuccessful Candidates Re orts E + 5 Y EC81009 b
5/5/2006 Page 2 of 6
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
AGENCY: CITY CLERK
AGENCY NO.: 104
RESOLUTION NO. 2002R-103
DATE APPROVED: 5/21/2002
Prev/approva199R-150 07/20/99
Prev/approval 94R-275 12106/ 1994
RRCORD~SERIES~~ ~ ~ CLASS :..~:~ON ~ ~ ~~ ~ +(1-1CEIT'~~ ~~:~.:~~~~ ~: ~ ~ .C~~.
Charter & Amendments Other P CAC 16023
GC34458-60
GC34090
Claims Against City Case Files CL + 5 Y GC25105.5 Paid, denied
GC34090
Condemnations Case Files P DP
Conflict of Interest Polic Other P DP
Conflict of Interest Statements, Designated Other CY + 5 Y GC81009
Em to ees
Conflict of Interest Statements, Elected Officials Other ET + 7 Y GC81009
Contracts/Agreements, Capital Improvement Case Files P GC37090a
ro m H&S 19850
Contracts/A ments, Covenants, Hold Harmless Case Files P DP
Contracts/Agreements, Disposition & Case Files P CCP337
Development GC34090
8 CFR 4.703
Contracts/Agreements, Franchises Case Files P CCP 337.2
GC65864
GC65869.5
Contracts/Agreements, General Case Files T + 10 Y DP
CCP 337.2
48 CFR:2
GC53066
Contracts/Agreements, Property Case Files P CCP 337.2
GC34090
5/5/2006 Page 3 of 6
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
AGENCY: CITY CLERK
AGENCY NO.: 104
RESOLUTION NO. 2002R-103
DATE APPROVED: 5/21/2002
Prev/approval 99R-150 07/20/99
Prev/a~~roval 94R-275 12/06/ 1994
RECO)~D SEiiIF,.S
.... .CLL .. .....:
....:..DETENTION. ~
;~~ ~~. ~ ::: ~:.. .. ~.
~.. ~.:'~~~:.:trf11bi1NENTg~,..:',;'...:..
Contracts/A ments, Public Works Case Files T + 20 Y DP
Contracts/Agreements, Subdivision Case Files P CCP 337.2
GC65864
GC65869.5
Correspondence Correspondenc CY + 2 Y DP
e
Council Policies Other S + 2 Y GC34090 Policies, directives
rendered by Council
not assigned resolution
or ordinance number
Deeds: Easements, Encroachments, Grants, Case Files P GC34090a
Quitclaims 24 CFR 570.502
24 CFR 8.42
Elections Case files P GC34090 Documentation, histo
Environmental Im act Re orts Case Files P
General Plan Amendments Case Files P Cal Gov 50110
Legal Notices, affidavits of publishing Other CY +4 Y* CCP 343, 349 *Unless filed with Case
GC 911.2 File
Lot Line Ad'ustments Case Files P GC34090
Meetin Notice, Certificates of Postin Other CY + 2 Y GC34090
Memorandums of Understandin Other WC DP
Minutes Minutes P GC34090(d) City Council,
GC36814 Redevelopment
GC40801 Agency, Housing
Authority, Public
Financin Authorit
5/5/2006 Page 4 of 6
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
AGENCY: CITY CLERK
AGENCY NO.: 104
RESOLUTION NO. 2002R-103
DATE APPROVED: 5/21/2002
Prev/approva199R-150 07/20/99
Prev/approval 94R-275 12/06/ 1994
RECORiDSERIES ~~ ~ ~ . °RETI~ITION ~~~ .. ~~.:.`" ~:~.
Munici al Code & Su lements Other P GC34090
Nomination Papers -Successful Candidates Other T + 5 Y EC17100 (a)
GC81009 b
Nomination Papers -Unsuccessful Candidates Other E + 5 Y EC17100 (a)
GC81009 b
Notices of Determination Other P GC34090a Filed with Case File
CEQA
Guidelines
Notices, Adjourned/Special Meetings Other CY + 2 Y GC34090.7
GC54960.1 C 1
Notices, Unscheduled Vacancies Other CY + 2 Y DP
Boards/Committees/Commissions
Opinions, City Atty Other CY +3 Y DP May be confidential
GC6254
Ordinances Other P GC34909 d
Petitions, Initiative/Recall Other CY + 1 Y EC14700
EC 17200
GC7253.5
GC3756.8
Petitions, presented to legislative body Other CY + l Y GC50115
GC6253
Public Finance Authority Files P GC34090 Administrative,
financial record
Public Records R uests Other CY + 2 Y GC34090
5/5/2006 Page 5 of 6
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
AGENCY: CITY CLERK
AGENCY NO.: 104
RESOLUTION NO. 2002R-103
DATE APPROVED: 5/21/2002
Prev/approva199R-150 07/20/99
Prev/approval 94R-275 12/06/ 1994
RECORD SER1fES ~ ~ CLASS:: . ~ :. ~BETEIVTION ~ K~DRITY ~ . ~~ CATS ~~' .: ~ ;.~ .:..
Records Destruction Certificates Other P GC34090 Documents final
dis osition of records
Records Retention Schedules Other S + 4 Y CCP 343 Apprioved by
resolution
Redevelo ment Pro'ects Case Files P DP
Resolutions (Council/A enc /Auth) Other P GC34090 d
Sub oenas Other CY + 2 Y GC34090
Under ound Districts Case Files P GC34090
Uniform Codes Other P GC34090e Building, electrical,
Fire, Plumbin etc
5/5/2006 Page 6 of 6