2003-079RESOLUTION NO. 2003R-79
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 Director of Public Works and the Planning Director
of the City of Anaheim (~custodians 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; 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 custodians of the described records
of the City of Anaheim listed in the attached Exhibits A, B and C
be, and are hereby, authorized to destroy immediately, in a
lawful manner and without making any copies thereof, the records
under their charge, as more particularly described in Exhibits A,
B and C, 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 20thday of [~Y ,
2003.
MAYOR OF THE
--~~CANAHEiM
ATTEST: *
~ITY CL~RK OF. THE elTY OF
ANAHEIM
APPROV : , ~
, / i~ 4 ~ / ~
,~IT~ ATTORNS~HE CITY OF ANAHEIM
38992.2
Exhibit "A"
PUBLIC WORKS OPERATIONS RECORDS
Class
Records Series Description
Year
Retention Code
Generic
Internal Financial Records (Phone Bills
And Record Invoices, Fixed Assets,
Budget Work Papers, Daily Reports)
Computer Payroll Reports
Request for Checks
Street Sweeping Reports
Blankets
Notice to Bill
Collection Officer Receipt Form
Carpool Slips
Computer Print outs
Carwash Billing ~
Motorpool Slips
Fuel Logs
Accident reports
Facility Daily Reports
Itineraries (travel)
Purchase Orders
Telephone Use Reports
Telephone Message Logs
Notice To Bill
Request for Work
Material Drawn From Stock
Street Sweeping Citations
Timesheets
1991-1999
1997-2002
1997-2000
1980
1996
1991-2000
1991-1999
1998
1999
1998
1998-1999
1996-1999
1997
1996
1995-2000
1998-2000
1993-1997
1991-1997
1991-1996
1998-2000
1999-2000
1998-2000
1993-1995
CY+3Y
CY+2Y
CY+2Y
CY+2Y
CY+2Y
CY+2Y
CY+2Y
CY+2Y
CY+2y
CY+2Y
CY+2¥
CY+2Y
CY+2Y
CY+2Y
CY+2Y
CY+2Y
CY+2Y
CY+2Y
CY+2y'
CY+2Y
CY+2Y
CY+2Y
CY+7Y
Correspondance
Internal
Maintenance (Safety Statistic Report,
CHW Daily Report)
External (Non Sufficient Funds)
1978-2000
1998-2000
CY+2Y
CY+2Y
Case
Safety Program Document
(Accident Investigation Committee)
Budget Work Papers,
1986-1987
CY+2Y
EXHIBIT "B"
Records Destruction - Planning Department
Advanced Planning
Planning Administration
Planning Commission Support
Planning GIS
Zoning Division
Zoning Administrator
Class
Record Series Description
Year Retention Code
Generic
Telephone use reports
Time sheets
Employee Time Report Summary
OSHA No. 200 - annual 'Log and Summary
of Occupational Injuries and Illnesses'
in the Planning Department
Requests for Program Budget Adjustment
Fixed asset reports
Software Licenses - WordPerfect 5.1
Copy machine bills
Telephone bills
Staff reports to City Council
Staff meeting agendas and summaries
Planning Commission meeting audio tapes
Zoning Administrator meeting audio tapes
1999-2000 CY+2Y
1999-2000 CY+2Y
2000 CY+2Y
1993-1997 CY+5Y
1983-94 CY+3Y
1991-1999 CY+3Y
1993 L
1994 CY+2Y
1995, 1999 CY+2Y
1988-1999 CY+2Y
1987-1998 CY+3Y
1999-2000 CY+2Y
1999-2000 CY+2Y
Correspondence General
1972-2000 CY+2Y
Cases Pre-file cases 2000 CY+2Y
The above records are no longer needed in the normal course of business, and timing of destruction is in
accordance with the adopted retention schedules for the Planning Department's office records.
Annika M. Santalahti
Zoning Administrator
Date
Clerical~niscl\Exhibit-B.doc
EXHIBIT C
RECORDS DESTRUCTION - PLANNING DEPARTMENT - CODE ENFORCEMENT
YEAR REF. NO NAME OF RECORD SERIES REC. RET.
CODE
3269
2000 Correspondence Reports CY+2
2000-2001 Daily Inspection Logs CY
2000 Employee Telephone Bills CY+2
2000 Graffiti Logs CY+2
2000 Ho~ld Harmless Agreement cY+2
2000 Neighborhood Improvement Referral Cards cY,+2
1999-2000 Photograph Negatives CY+2
1999-2000 Report of Investigation CY+2
1998-2002 Report of Investigation - Business License CY
1999-2000 Report of Investigation - Scavengers CY+3
2000 Service Questionnaire CY+2
The above records are no longer needed in the normal course of business and timing of
destruction is in accordance with the adopted retention schedules for the Code Enforcement
Division of the Planning Department's office records.
DATE: APRIL 17, 2003
WILLIAM SELL
CODE ENFORCEMENT MANAGER
records destruction 2003.doc
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. 2003R-79 was introduced and adopted at a regular meeting provided by law, of
the Anaheim City Council held on the 20th day of May, 2003, by the following vote of the
members thereof:
AYES:
MAYOR/COUNCIL MEMBERS: Pringle, Hernandez, McCracken, Tait, Chavez
NOES:
MAYOR/COUNCIL MEMBERS: None
ABSTAINED: MAYOR/COUNCIL MEMBERS: None
ABSENT: MAYOR/COUNCIL MEMBERS: None
(~ITY CLERk: OF ThE CITY OF ANAHEIM
(SEAL)