RES-2019-057 RESOLUTION NO. 2019- 0 5 7
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ANAHEIM AUTHORIZING THE DESTRUCTION OF CERTAIN CITY
RECORDS MORE THAN TWO YEARS OLD (CITY
ADMINISTRATION, CITY ATTORNEY, CITY CLERK,
COMMUNITY & ECONOMIC DEVELOPMENT, COMMUNITY
SERVICES, FINANCE, FIRE & RESCUE, HUMAN RESOURCES,
PLANNING &BUILDING, POLICE AND PUBLIC WORKS)
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 City Manager,
City Attorney,City Clerk,Community&Economic Development Executive Director,Community
Services Director, Finance Director/City Treasurer, Interim Fire• & Rescue Chief, Human
Resources Director, Planning & Building Director, Police Chief, and Public Works Director
("custodian(s) of records") are more than two years old and are documents which are authorized
for destruction under the provisions of Section 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," "B," "C," "D," "E," "F," "G,"
"H," "I," "J" and "K" 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 the custodian's
charge, as more particularly described in Exhibit "A," "B," "C," "D," "E," "F," "G," "H," "I," "J"
and "K" 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 18th day of June ,2019,by the following roll call vote:
AYES: Mayor Sidhu and Council Members Kring, Barnes,
Brandman, Moreno, Faessel, and O'Neil
NOES: None
ABSENT: None
ABSTAIN: None
CIT OF ANAHEIM
l /
ATTEST:
�s1 ' erT-HE Or"; O A �� IM
CITY CLERK OF T E CITY OF ANAHEIM
APPROVED AS TO FORM:
ROBERT FABELA, CITY ATTORNEY
t$ I
% i. Morley
►` -. City Attorne,
133009
EXHIBIT A
RECORDS DESTRUCTION-2019
CITY ADMINISTRATION
RECORD SERIES TOTAL YEARS TO
RETENTION DESTROY
Committees, Ad Hoc/Internal (employees) 2Y 2016
Contracts &Agreements -Administration Files CL+ 10Y 2005-2008
Correspondence—Letters, Memos 2Y 2016
Personnel Files - Department-Level Copies T+3Y 2014-2015
Sister City Commission: Agendas, Agenda Packets 2016 2Y 2016
Subject Files 2Y i 2016
The above records are no longer needed in the normal course of business and timing of
destructioniaccordance with the adopted Record Retention Schedule.
x /y 6Date: 67/2111
Chris Zapata
City Manager
EXHIBIT B
RECORDS DESTRUCTION-2019
OFFICE OF THE CITY ATTORNEY
RECORD SERIES TOTAL YEARS TO
RETENTION DESTROY
Claims CL+ 5Y 2013
Correspondence—Letters, Memos 2Y 2010 &2011
Criminal Prosecutions CL+ 15Y 2003
General Files 9Y 2009
The above records are no longer needed in the normal course of business and timing of
destruction is in accordance with the adopted Record Retention Schedule.
i . (��^o//
x .��' !"�_ / -' Date: /�/rli
Robert Fabela / / C
City Attorney
EXHIBIT C
RECORDS DESTRUCTION-2019
OFFICE OF THE CITY CLERK
RECORD SERIES TOTAL YEARS TO
RETENTION DESTROY
Action Agendas (City Council, Successor Agency to the 2Y 2016
Redevelopment Authority, Housing Authority, Public
Financing Authority, Housing&Public Improvements
Authority)
Agenda Packets (City Council, Successor Agency to the
Redevelopment Authority, Housing Authority,Public5Y1997, 2000,
Financing Authority, Housing&Public Improvements 2012-2013
Authority)
Applications for Boards, Commissions, or Committees ET+2Y 1996-2014
(Appointed)
Applications for Boards, Commissions, or Committees 2Y 1996-2014
(Not Appointed)
Claims CL+ 5Y 2008-2013
Contracts/Agreements—Non-Infrastructure/General CL+ 10Y 1975-2008
Correspondence—Letters, Memos 2Y 1996-2016
Insurance Certificates (not tied to contracts) 5Y 2004-2013
Oaths of Office ET+ 6Y 2008-2009
Passport Transmittals 2Y 2016
Proposals, Bid Responses (Unsuccessful) 2Y 2010-2016
Public Records Act Requests 2Y 2015-2016
Statement of Economic Interests / Filings: Designated 7Y 2008-2009
Employees
Subpoenas (Duces Tecum) 2Y 2015-2016
Time Cards/Time Sheets/Timecard Entry 10Y 2008
The above records are no longer needed in the normal course of business and timing of
destru ion is in ordance with the adopted Record Retention Schedule.
Date: Cs;t f
eresa Bass
City Clerk
EXHIBIT D
RECORDS DESTRUCTION-2019
Community&Economic Development Department
RECORD SERIES TOTAL YEARS TO
RETENTION DESTROY
Accounts Payable Checks/Invoices and Backup 10Y 1970-2006
Boards, Commissions & Committees: Agendas,Agenda 2Y 1990-1998
Packets (Private Industry Council)
Boards, Commissions & Committees: Audio Recordings 30 days 1989-2018
of Meetings/Audio Tapes (Workforce Board)
Contracts &Agreements- Administration Files CL+ 10Y 2007-2008
Workforce Development Grants/Program Files 5Y 2009-2013
Workforce Development Participant Case Files 5Y 2008-2013
The ab)+- recors . ger nee.ed in the normal course of business and timing of
des ctio is in a(co a ance ith the :dopted Record Retention Schedule.
x bit=� Date: s p oi
Joni o c-�7:��
Dire sr of Community&Economic Development
EXHIBIT E
RECORDS DESTRUCTION-2019
Community Services Department
RECORD SERIES TOTAL YEARS TO
RETENTION DESTROY
Accident Reports: Public or City Property 2Y 2016 &prior
Accounts Payable, Invoices: Backup 10Y 2008 &Prior
Boards, Commissions & Committees: Agendas, Agenda 2Y 2016 &Prior
Packets (Community Services Board, Cultural &Heritage
Commission, Parks &Recreation Commission, Library)
Case Management Files CL+ 5Y 2013 &Prior
Collection Agency Statements/Reports—Library 5Y 2013
Correspondence—Letters, Memos 2Y 2016 &Prior
Daily Vehicle Inspections/Daily Equipment Checks 2Y 2016 &Prior
DMV-Pull Notices, Waivers for Pull Notices S 2018 &Prior
Donation Accounts 5Y 2013
Facility Use Permits &Equipment Applications, Books, 2Y 2016 &prior
Waivers
FPPC Form 801 (Gift to Agency Report) 4Y 2014 &Prior
Grants (Library Grants) CL+5Y 2011
Incident Reports 2Y 2015 &Prior
Inspections: Park Bicycle Ways, Curbs, Playgrounds, 10Y 2008 &Prior
Sidewalks, etc.
Insurance Certificates (not tied to contracts) 5Y 2013 &Prior
LiveScan Response Analysis Sheets—Not Hired/ 3Y 2015 &prior
Unsuccessful Volunteers
Maintenance, Landscaping, Golf Cart Reports 2Y 2009 &Prior
Personnel Files—Department-Level Copies T+3Y 2015 &Prior
Personnel Work Schedules 2Y 2016
Pesticide and Herbicide Permits,Application Records 2Y 2015 &Prior
Public Records Act Requests 2Y 2016 &Prior
Registration Forms, includes Hold Harmless 2Y 2016 &Prior
Reports and Studies 5Y 2013 &Prior
Requests for Proposals/Qualifications (RFPs, RFQs, Bid 5Y 1999-2013
Specifications)
Sign-In Sheets 2Y 2016 &prior
Special Events/ Special Event Contracts CL+2Y 2016 &Prior
Subject Files 2Y 2016 &Prior
Tee Time Reservations 2Y 2014 &Prior
Time Cards/Time Sheets/Timecard Entry 10Y 2008 &Prior
Volunteers &Reserves— Successful Applicants T&3Y 2015 &Prior
EXHIBIT E
RECORDS DESTRUCTION-2019
Community Services Department
The above records are no longer needed in the normal course of business and timing of
destruction is in accordance with the adopted Record Retention Schedule.
x Date: 17%
dlr. -asco
Community Serv.ces Director
EXHIBIT F
RECORDS DESTRUCTION-2019
FINANCE DEPARTMENT
RECORD SERIES TOTAL YEARS TO
RETENTION DESTROY
1099's Issued/ 1096, etc. 5Y 2013 &Prior
Accounts Receivable Invoices, Credit Card Slips for
5Y FY 2013 &Prior
Receivables - Includes DUI Invoices
Accounts Payable Checks/Invoices and Backup 10Y FY 2008 &Prior
Bank Statements, Bank Reconciliations (Pooled Cash 5Y FY 2013 &Prior
Only)
Cash Reconciliations: Adjustments, Receipts 5Y FY 2013 &Prior
Cost Allocation Report 7Y FY 2011 &Prior
Depositor Trust Fund Receipts CL+5Y FY 2013 &Prior
Employee Payroll File(Includes W-4s) T+ 5Y FY 2013 &Prior
Escheat 5Y FY 2013 &Prior
External Audit Work Papers/Audit Schedules for 5Y FY 2013 &Prior
External Audits
Fixed Asset Working Papers 5Y FY 2013 &Prior
Journal Vouchers/Journal Entries 5Y FY 2013 &Prior
Monthly Accounts Payable Purchasing Card 5Y FY 2013 &Prior
Statements and Backup
Notices to Bill 5Y FY 2013 &Prior
Purchase Orders &Master Agreements 5Y FY 2013 &Prior
Reports: Annual State or Federal: State Controller's 10Y FY 2008 &Prior
Report, etc.
Tax Returns 5Y FY 2013 &Prior
Time Cards/Time Sheets/Timecard Entry 10Y FY 2008 &Prior
The above records are no longer needed in the normal course of business and timing of
des r do• is in accordanc ith t e adopted Record Retention Schedule.
II/
Date: 1( 1[.ck.
Deborah A. Moreno
Finance Director/City Treasurer
EXHIBIT G
RECORDS DESTRUCTION-2019
FIRE &RESCUE DEPARTMENT
RECORD SERIES TOTAL YEARS TO
RETENTION DESTROY
Accounts Payable, Invoices: Backup 10Y 2006-2007
Billing: Monthly Billing, Fringe Billing 5Y 2006-2010
Cash Reconciliations: Adjustments,Receipts 5Y 2006
Collection Officer Receipts 2Y 1997-2006
Controlled Substance Logs and Inventories 7Y 2005-2009
Correction Notices 5Y 2010
Direct Deposits 5Y 1997-2005
EMS Complaints/CQI (Continuous Quality 3Y 2010-2012
Improvement)/Quality Assurance
Fire Code Permits/ Special Events Permits/Fire Works 5Y 2009-2013
Permits/Explosives Permits
Investigation Reports—Criminal & Citations 5Y 2009-2011
(Administrative, Infraction, or Misdemeanor), Service
Requests
Juvenile Fire Setter MIN 5Y or Age 2001-2005
18
Notices to Bill 5Y 1991-2004
Patient Care Reports/PCRs/Paramedic Release Forms: 10Y 1995-1997
ADULTS
Programs and Projects 2Y 2001-2012
Public Records Act Requests 2Y 2007-2012
Vehicle Safety Checks/Daily Vehicle Inspections/ 2Y 2009-2011
Daily Equipment Checks
The above records are no longer needed in the normal course of business and timing of
destruction is in accordance with the adopted Record Retention Schedule.
xo_ Date: �Q,/O// 7 Russell
Interim Fire Chief
EXHIBIT H
RECORDS DESTRUCTION-2019
HUMAN RESOURCES DEPARTMENT
RECORD SERIES TOTAL YEARS TO
RETENTION DESTROY
Deferred Compensation Participant Files—Retired CL+4Y 2013-2014
Employees
The above records are no longer needed in the normal course of business and timing of
des mak' is in accordance with the adopted Record Retention Schedule.
IMF
x er; ilck;fiC
Date: (.e(till I
Lino a N. Andal
Human Resources Director
EXHIBIT I
RECORDS DESTRUCTION-2019
PLANNING &BUILDING DEPARMENT
RECORD SERIES TOTAL YEARS TO
RETENTION DESTROY
Code Enforcement/Abatement Case Files CL+2Y 2016
Correspondence—Letters, Memos 2Y 2005-2016
Enterprise Zone Applications and Voucher Records 5Y 2013
Personnel Files—Department-Level Copies T+3Y 2005-2015
Proposals,Bid Responses (Unsuccessful) 2Y 2016
Public Records Act Requests 2Y 2014-2016
Requests &Permissions to Receive Copies of Plans 2Y FY 13/14—
FY15/16
Returned Checks (NSF, etc.) 5Y FY 12/13
Special Event Permits T+2Y 2006-2009,
2014
Subpoenas (Duces Tecum) 2Y 2012-2016
Surveys/Questionnaires 2Y 2013-2016
Time Cards/Time Sheets/Timecard Entry 10Y 2008
Zoning Verification Letters 2Y 2008-2014
The above records are no longer needed in the normal course of business and timing of
destruction is in accordance with the adopted Record Retention Schedule.
x ' ` Date: (o t‘ 20 l5
.id Belmer 41��-•
Deputy Cit anager
EXHIBIT J
RECORDS DESTRUCTION-2019
POLICE DEPARTMENT
RECORD SERIES TOTAL YEARS TO
RETENTION DESTROY
Alarm Records 2Y 1997-2016
Billing: Monthly Billing, Fringe Billing 5Y 2009-2013
Billing&Reports—False Alarm, 911 incidents 2Y 2015-2016
CA Worksheet(Criminal Citations) 2Y 2014, 2016
Citations—Administrative Initial Reviews, Refunds 2Y 2014-2016
Citations—Parking 2Y 2013-2016
Citations—Traffic(Notice to Appear) 7Y 2010-2011
Citation Log Books (numbers/ranges) -Parking, Traffic 2Y 2007-2016
Clearance Letters 2Y 2013-2016
Correspondence—Letters, Memos 2Y 2015-2016
Court Calendar 2Y 2014, 2016
Dispatch- Manual Cards 21, 06/23/2015-
12/13/16
Employee training files 7Y 2000-2011
Emergency Cost Recovery/DUI Claims 7Y 2010-2011
Factually Innocent(Adult Sealings) CL+3Y 2011-2014
Internal Affairs Investigations/Disciplinary Files/ CL+ 5Y 4/30/2014 &
Complaints/In-Custody Deaths , Major Incident Prior
Response Team(MIRT), and Officer Involved Shootings
In-Custody Medical CL+7Y 2009
Jail incidents/incident reports 5Y 2001-2010
Jail inspections 2Y 2010-2016
Juvenile Sealings CL+5Y 2011-2013
Latent Prints (Crime Scene Miscellaneous) 11Y 2006 - 2007
Law Enforcement Bulletins 9Y 2008
Legal Updates 9Y 2008
LiveScan Application 2Y 2013-2015
Logs (transport and visitation) 2Y 2002-2006,
2010
Monthly Arrest& Citation Register(MACR) 2Y 2014-2016
Monthly Statistics 2Y 2015
Overtime Slips/Time Off Slips (Police Only) 5Y 3/10/05—
05/31/14
OSHA Inspections & Citations, Log 200 and Log 300, 5Y 2013 &Prior
301, 301A, etc.
Pawn Slips 2Y 2014-2015
Personnel Background Packet—Unsuccessful— 3Y 2015 &Prior
Employees,Reservists, Volunteers
Personnel Files—Department—Level Copies T+ 3Y 2012 &Prior
EXHIBIT J
RECORDS DESTRUCTION-2019
POLICE DEPARTMENT
Personnel Files—Department—Level Copies T+30Y 1987 &Prior
Personnel Work Schedules 2Y 2013-2016
Photo,Negatives - Crime Scene(Miscellaneous) 11Y 1995 - 1997
Public Records Requests 2Y 2016
Pursuit Critiques 2Y 2015
Registrants: Narcotic 5Y 2005
Reports: Monthly Statistics/Uniform Crime Reports 2Y 2008-2016
(UCR)—Summaries (BCS)
Ride-A-Long Waiver Form 2Y 2016
Self-Pay Prisoners/Private Jail Contracts CL+5Y 2009-2012
Training 7Y 1999-2011
Training Bulletins 9Y 2008
Training Requests &Approvals 2Y 2012-2016
Time Sheets/Time Cards/Timecard Entry 10Y 1/13/05—
12/31/08
Traffic Hearing Officer Records 2Y 2015-2016
Validation list,.DOJ,NCIC validation 2Y 1/1/14-3/1/17
Verbal Notice by Peace Officer, DMV or Court 2Y 2009-2016
Employee
Work Request Log 11Y 2006 - 2007
The above records are no longer needed in the normal course of business and timing of
destruction is in accorda ce with the adopted Record Retention Schedule.
i Date: 6 V717
J: ge Cisneros
Chief of Police
EXHIBIT K
RECORDS DESTRUCTION-2019
PUBLIC WORKS DEPARTMENT
RECORD SERIES TOTAL YEARS TO
RETENTION DESTROY
Backflows,Fire Sprinklers 2Y 2003
Billing: Monthly Billing, Fringe Billing 5Y 2013
Certifications: Overhead Crane, Vehicles, etc. 5Y 2005-2006
Complaints/Concerns from Citizens 2Y 2012-2016
Contracts &Agreements–Administration Files CL+ 10Y 2005
Daily Vehicle Inspections/Daily Equipment Checks 2Y 2011
Incident Reports 2Y 2006-2012
Personnel Files–Department-Level Copies T+ 3Y 2009-2015
Proposals, Bid Responses (Successful) 5Y 2002-2006,
2012
Proposals, Bid Responses (Unsuccessful) 2Y 2002-2006,
2012, 2015
Sign In Sheets 2Y 2009-2015
Time Cards/Time Sheets/Timecard Entry 10Y 2007-2008
Training 7Y 2008-2009
Vehicle, Equipment&Radio History Files L+2Y 2015-2016
The above records are no longer needed in the normal course of business and timing of
destruction is in ac ordance with the adopted Record Retention Schedule.
x Date: 6/04-7
4—
Rudy E mi
Public Works Director
CLERK'S CERTIFICATE
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) ss.
CITY OF ANAHEIM )
I, THERESA BASS, City Clerk of the City of Anaheim, do hereby certify that the foregoing is the
original Resolution No. 2019-057 adopted at a regular meeting provided by law, of the Anaheim
City Council held on the 18th day of June, 2019 by the following vote of the members thereof:
AYES: Mayor Sidhu and Council Members Kring, Barnes, Brandman, Moreno,
Faessel and O'Neil
NOES: None
•
ABSTAIN: None
ABSENT: None
IN WITNESS WHEREOF, I have hereunto set my hand this 21st day of June, 2019.
CITY CLERK OF THE CITY OF ANAHEIM
(SEAL)
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Southern California Shredding
20492 Crescent Bay Drive #112 057
Lake Forest, CA. 92630
Phone (949) 305-5511
E-Mail: info@socalshredding.com
Service Receipt
Date: /Lj// ( Time: Acct#:
Location: Pt;io!; c 1 t,.;c;
./ 7.
Boxes # : C' f Weight:
Consoles: 64-Gal: 96-Gal
Material Type: o Paper ❑ Other:
Pick-Up / Del: Console 64-Gal 96-Gal
Total Price:
Payment: Check# Cash:
C.C. # (Visa,MC,AMEX)_
Exp: CVC: Zip:
Signature:
Driver:
By signing I/WE acknowledge receipt of the listed services in the amount shown
and agree to pay for all services received. So.Cal.Shredding certifies the material
described above was destroyed on the above date by the following destruction
method: ON-SITE /OFF-SITE
Jennifer L. Hall
From: system.support@ironmountain.com
' Sent: Tuesday,April 28, 2020 4:30 PM
To: RMartinez6@anaheim.net; Sasha Fite;Jennifer L. Hall
Subject: IRON MOUNTAIN - Final Destruction Listing (CF279 249382633)
Attachments: L3094178.zip
A IRON MOUm r
•f
CUSTOMER CARE THAT IS MORE THAN YOU EXPECT" 4
**This is a system-generated message,please do not reply to this email address as it is not an active email address**
Customer ID: CF279 Customer Name: CITY OF ANAHEIM Contact: JENNIFER HALL
Division: MASTER DIVISION Department: 213200, GOLF OPERATIONS 213-156492
Address: 200 S ANAHEIM BLVD APT 643
ANAHEIM California 92805-3880 United States
Order Number: 249382633 Box Count: 256 Cubic Feet: 307.2 File Count: 0
Service Date: 04/30/2020
FINAL DESTRUCTION LISTING
The Final Destruction Listing details all items that were destroyed (via secure shredding) per your
recent request submitted by the APPROVER. This is your confirmation that the inventory in DST
status included in this report has been destroyed by Iron Mountain. This email is systematically
generated and cannot be altered.
Certificate of Destruction: Iron Mountain certifies that the materials related to shredding services on
this email have entered the destruction process in accordance with our Secure Shredding workflow
so that the information cannot be reconstructed. Please retain this copy for your records as this'will
serve as your official certificate.
Should you have any questions regarding this listing or our destruction procedures, please contact
us.
Destruction Order Processing
IRON MOUNTAIN
destructionorderprocessing ironmountain.com
www.lronMountain.com
Iron Mountain, 1101 Enterprise Drive, Royersford, PA 19468
1
Please visit us at www.ironmountain.com El Ell3
The information contained in this email message and its attachments is intended only for the private and
confidential use of the recipient(s)named above, unless the sender expressly agrees otherwise. Transmission of
email over the Internet is not a secure communications medium. If you are requesting or have requested the
transmittal of personal data, as defined in applicable privacy laws by means of email or in an attachment to
email, you must select a more secure alternate means of transmittal that supports your obligations to protect
such personal data. If the reader of this message is not the intended recipient and/or you have received this
email in error, you must take no action based on the information in this email and you are hereby notified that
any dissemination,misuse or copying or disclosure of this communication is strictly prohibited. If you have
received this communication in error,please notify us immediately by email and delete the original message.
2
Southern California Shredding
20492 Crescent Bay Drive #112
"` 4 1 Lake Forest, CA. 92630 RECEIVED
Phone(949) 305-5511
E-Mail: info@socalshredding.com
2020 DEC -9 P I. 50
Service Receipt/ Destruction Certificate
OFFICE OF CITY CLERK
Date: Acct# Type: D Regular 0 Call-In CITY OF ANAHEIM
Name:
Loc/Address:
Con: 64-Gal: 96-Gal:
Boxes: .7 I�‘ ,I �, Weight:
Material Type: ❑ Paper ❑ Other:
Pick-Up/Del: Console 64-Gal 96-Gal
Total Price:
Payment: Check# Cash:
C.0 (Visa,MC, AMEX)#
Exp: CVC: Zip:
Representative:
(PLEASE PRINT)
Driver:
We acknowledge receipt of the listed services in the amount shown and agree to pay for all
services received. So Cal.Shredding certifies the material described above will be shredded
in compliance with NAID,Federal,State and Local Laws.
0 ON-SITE 0 Off-Site—Destruction at our Lake Forest, CA. Facility
DATE—TIME OF DESTRUCTION \ \ Lt . Z 3 I \ 11, .' '
NOTES: CX) ..''. \("..L- I -\l.r L\'
9