RES-2007-030RESOLUTION NO. 2007R- 0 3 0
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 (hereinafter "custodian of records 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 or required; 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 records 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 her charge, as more particularly described on
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 6th day of March 2007.
AYES: Mayor Pringle, Council Members Hernandez, Sidhu, Galloway, Kring
NOES: NONE
ABSENT: NONE
ABSTAIN: NONE
ATTEST:
/wiA
CITY CLERK OF THE f Y OF ANAHEIM
APPROVED:
JACK L. WHITE, CITY ATTORNEY
By: son M. Kott
Assistant City Attorney
MAYOR OF THE C1'Y QF ANAHEIM
BOX
DESCRIPTION
YEAR(S)
RETENTION
CODE
P1 -B1
Monthly Reports
1996 1997 CY 2
P1 -B2
Payroll Reports
1986 -1994
CY 2
P1 -B3
Time Sheets
1995 -1997
CY 2
P1 -B4
Incoming Equipment Forms
1998 1999
L
P1 -B5
AF6040 Reports
1998
CV
P1 -B6
Material Lists
1992 -1998
CY 2
P1 -B7
Material Lists
1988 1997
CY 2
P1 -B8
Monthly Report Inventory Adjustments
1997 1998
CY 2
P1 -B9
Monthly Report Inventory Adjustments
1998 -1999
CY 2
P1 -B10
Monthly Report Inventory Adjustments
Payroll Reports
1997 -1998
1998 1999
CY 2
CY 2
P1 -B11
P1 -B12
Monthly Reports
1998 -1999
CY 2
P1 -B13
AF6040 Reports
1999
CV
P1 -B14
Material Lists
2000 2001
CY 2
P1-B15
Material Lists
2000 2001
CY 2
P1 -B16
Material Lists
2000 2001
CY 2
P1 -B17
Monthly Reports
2000 2001
CY 2
P1 -B18
Payroll Reports
2000 2001
CY 2
P1 -B19
AF6040 Reports
2000 2001
CV
P1 -B20
Time Sheets
2000 2001
CY 2
Files for Destruction.xis
PUBLIC UTILITIES
WAREHOUSE DIVISION
FILES FOR DESTRUCTION
PALLET #1
1/31/2007
BOX
DESCRIPTION
YEAR(S)
RETENTION
CODE
P2 -B1
Material Lists Maintenance Requests
03/04
CY 2
P2 -B2
Material Lists
03/04
CY 2
P2 -B3
Material Lists
03/04
CY 2
P2 -B4
Material Lists
03/04
CY 2
P2 -B5
Material Lists Maintenance Requests
03/04
CY 2
P2 -B6
AF6040 Reports
03/04
CY 2
P2 -B7
AF6040 Reports
02/03
CY 2
P2 -B8
Monthly Reports
03/04
CY 2
P2 -B9
Deleted Parts Updates (General Water)
85/04
CY 2
P2 -B10
Deleted Parts Updates (Electric)
85/04
CY 2
P2 -B11
Blanket Agreements and PO's
98/01
CY 2
P2 -B12
Blanket Agreements and PO's
01/02
CY 2
P2 -B13
Blanket Agreements and PO's
02/03
CY 2
P2 -B14
Inventory Reports
01/02
A +2
P2 -B15
Inventory Reports
01/02
A +2
PUBLIC UTILTIES
WAREHOUSE DIVISION
FILES FOR DESTRUCTION
PALLET #2
Files for Destruction.xls
1/31/2007
The above records are no longer needed in the normal course of business and timing of
destruction is in accordance with the adopted retention schedule for the Warehouse
Division records. There are no extraordinary events such as litigation to cause them to be
removed from the destruction cycle.
Warehouse Manager
Concur,
k Ward
Assistant General Manager, Electric Services
File Ref.
File Name
Date
Ret
Dest.
100.20
MPS 910 Employee Statistic Report
Jan -Dec 2003
CY +3
2/2007
100.20
MPS 915 Employee Payroll Reports
Jan -Dec 2003
CY +3
2/2007
100.20
MPS 915 Employee Payroll Reports
Jan -Dec 2003
CY +3
2/2007
100.20
Employee Time Report Summary
Jan April 2003
CY +3
2/2007
500.00
DOs copies
Jan June 2002
CY +2
2/2007
500.00
DOs copies
July Dec 2002
CY +2
2/2007
100.70
Driver Daily Logs
2002
CY +2
2/2007
100.70
Electric Safety Committee Meeting Minutes
2002
CY +2
2/2007
100.70
Supervisor's Safety Report
1999, 2000, 2002
CY +2
2/2007
100.70
Vehicle Inspections
2002
CY +2
2/2007
100.70
Accident Investigations
1991
CY +12
2/2007
100.20
Statistical Balance Change Forms
2000
CY +3
2/2007
100.20
Notification of Outside Employment
2002
CY +2
2/2007
100.70
Safety Inspections
2002
CY +2
2/2007
100.15
Dept. Organization/Structure
2002
CY +2
2/2007
500.15
Outages, Customer Minutes Of Interruption
1997
CY +6
2/2007
100.70
Cal -Osha Log
1998
CY +5
2/2007
100.70
Vehicle Inspections
2003
CY +2
2/2007
500.65
Interruption Reports (copies)
2002
CY +2
2/2007
100.70
General Accident Reports (copies)
2002
CY +2
2/2007
100.70
Industrial Accident Reports (copies)
2002
CY +2
2/2007
100.70
Vehicle Accident Reports (copies)
2002
CY +2
2/2007
100.70
Confined Space Entry (Logs Reports)
2002
CY +2
2/2007
100.20
Call -Out List
2000
CY +3
2/2007
400.30
Damages -to- Facilities Billing (Write -offs)
1998 1999
CY +5
2/2007
400.30
Damages -to- Facilities Billing (Paid)
1998 1999
CY +5
2/2007
400.30
Invoice Number Lists
1998 1999
CY +5
2/2007
400.30
Revenue Collection Reports
1998 1999
CY +5
2/2007
300.45
Collection Official Receipts
2001 2002
CY +2
2/2007
300.45
Collection Official Receipts
2002 2003
CY +2
2/2007
300.40
Monthly Utility Invoices
2002 2004
CY +2
2/2007
300.40
Monthly Utility Invoices
2001 2002
CY +2
2/2007
300.15
Variance Reports
1996 -1997
CY +5
2/2007
300.15
Trial Balance Reports
2000 2001
CY +3
2/2007
300.15
Budget Book
2000 2001
CY +3
2/2007
500.10
Cut Sheets
2000 2001
CY +3
2/2007,,
500.10
Material Lists (copies)
2003
CY +2
2/2007
500.10
Invoices
2001 2002
CY +2
2/2007
500.10
Invoices
2002 -2003
CY +2
2/2007
100.20
Call Out List
2002
CY +3
2/2007
100.20
MPS910 Employee Statistic Report
Jan Dec 2001
CY +3
2/2007
100.20
MPS915 Employee Payroll Report
Jan Dec 2001
CY +3
2/2007
100.20
MPS925 Payroll Register Report
Jan Dec 2001
CY +3
2/2007
100.20
MPS935 Payroll Distribution Report
Jan Dec 2001
CY +3
2/2007
Agency 521, Org. 0624
EXHIBIT A: USC Utilities Service Center
Location: 909 E. Vermont Ave, Anaheim CA
Exhibit A: Page 1 of 3
100.20
MPF100C-D Employee Time Reports
Jan Dec 2001
CY +3
2/2007
500.00
Electric Meter Shop Service Orders
2001
CY +3
2/2007
100.20
Timesheets
Jan 2001 Mar 2001
CY +3
2/2007
100.20
Timesheets
Apr 2001 Jun 2001
CY +3
2/2007
100.20
Timesheets
Jul 2001 Sep 2001
CY +3
2/2007
100.20
Timesheets
Oct 2001 Dec 2001
CY +3
2/2007
500.00
Dispatch Orders (Copies)
Jan June 2001
CY +2
2/2007
500.00
Dispatch Orders (Copies)
July Dec 2001
CY +2
2/2007
100.70
Driver Daily Logs
2001
CY +2
2/2007
100.70
Electric Safety Committee Meeting Minutes
2001
CY +2
2/2007
100.70
Supervisor's Safety Report
1999 2001
CY +2
2/2007
100.70
Vehicle Inspections
2001
CY +2
2/2007
100.70
Accident Investigations
1991
CY +12
2/2007
100.20
Statistical Balance Change Forms
2000
CY +3
2/2007
100.20
Notification of Outside Employment (Copy)
2001
CY +2
2/2007
100.70
Safety Inspections
2001
CY +2
2/2007
100.15
Dept. Organization/Structure
2001
CY +2
2/2007
500.15
Outages, Customer Minutes Of Interruption
1997
CY +6
2/2007
100.70
Cal -Osha Log
1998
CY +5
2/2007
500.65
Interruption Reports (Copies)
2001
CY +2
2/2007
100.70
General Accident Reports (Copies)
2001
CY +2
2/2007
100.70
Industrial Accident Reports (Copies)
2001
CY +2
2/2007
100.70
Vehicle Accident Reports (Copies)
2001
CY +2
2/2007
100.70
Confined Space Entry (Logs Reports)
2001
CY +2
2/2007
100.20
Call -out (including Refusals list IVR updates)
2000
CY +3
2/2007
400.30
Damages -to- Facilities Billing (Write -offs)
1997 1998
CY +5
2/2007
400.30
Damages -to- Facilities Billing (Paid)
1997 1998
CY +5
2/2007
400.30
Damages -to- Facilities Billing (Write -offs)
1999 2000
CY +5
2/2007
400.30
Damages -to- Facilities Billing (Paid)
1999 2000
CY +5
2/2007
400.30
Damages -to- Facilities Billing (Write -offs)
2000 2001
CY +5
2/2007
400.30
Damages -to- Facilities Billing (Paid)
2000 2001
CY +5
2/2007
400.30
Invoice Number Lists
1997 1998
CY +5
2/2007
400.30
Invoice Number Lists
1999 2000
CY +5
2/2007
400.30
Invoice Number Lists
2000 2001
CY +5
2/2007
400.30
Revenue Collection Reports
2000 2001
CY +5
2/2007
400.30
Revenue Collection Reports
1999 2000
400.30
Revenue Collection Reports
1997 1998
CY +5
2/2007
300.45
Collection Official Receipts
2000 2001
CY +2
2/2007,
300.45
Collection Official Receipts
2003 2004
CY +2
2/2007
300.40
Monthly Utility Invoices
2000 2001
CY +2
2/2007
300.15
Variance Reports
1995 1996
CY +7
2/2007
300.15
Variance Reports
1997 1998
CY +7
2/2007
300.15
Trial Balance Report
1999 2000
CY +3
2/2007
300.15
Trial Balance Report
2001 2002
CY +3
2/2007
300.15
Trial Balance Report
2002 2003
CY +3
2/2007
300.15
Budget Book
1999 2000
CY +3
2/2007
Agency 521, Org. 0624
EXHIBIT A: USC Utilities Service Center
Location: 909 E. Vermont Ave, Anaheim CA
Exhibit A: Page 2 of 3
300.15
Budget Book
2001 2002
CY +3
2/2007
500.10
Cut Sheets
1999 2000
CY +3
2/2007
500.10
Cut Sheets
2002 2003
CY +3
2/2007
500.10
Material List (Copies)
2001
CY +2
2/2007
500.10
Materials List (Copies)
2003
CY +2
2/2007
500.65
Outage Information Report
1999 2000
CY +6
2/2007
500.65
SAIFI/SAIDI/CAIDI System Reports
1999 2000
CY +6
2/2007
100.20
MPS910 Employee Statistics
Jan Dec 2000
CY +3
2/2007
100.20
MPS915 Employee Payroll
Jan Dec 2000
CY +3
2/2007
100.20
MPS925 Payroll Register
Jan Dec 2000
CY +3
2/2007
100.20
MPS935 Payroll Distribution
Jan Dec 2000
CY +3
2/2007
100.20
MPF100C-D Employee Time Reports
Jan Dec 2000
CY +3
2/2007
500.00
Electric Meter Shop Service Orders
2000
CY +3
2/2007
100.20
Timesheets
Jan 2000 Mar 2000
CY +3
2/2007
100.20
Timesheets
Apr 2000 Jun 2000
CY +3
2/2007
100.20
Timesheets
Jul 2000 Sep 2000
CY +3
2/2007
100.20
Timesheets
Oct 2000 Dec 2000
CY +3
2/2007
Agency 521, Org. 0624
EXHIBIT A: USC Utilities Service Center
Location: 909 E. Vermont Ave, Anaheim CA
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.
SAA-
Dei is M. Schmidt
Electric Systems Manager
Concur,
S. Ward
Assistant General Manager Electric Services
Exhibit A: Page 3 of 3
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