87-047RESOLUTION NO. 87R-47
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF ANAHEIM AUTHORIZING THE DESTRUCTION OF
CERTAIN CITY RECORDS MORE THAN TWO YEARS OLD.
WHEREAS, Section 34090 of the Government Code of the
State of California authorizes 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 various department heads of the City of Anaheim (hereinafter
collectively "custodians of records") are more than two years old
and are documents which are authorized for destruction under the
provisions of said Section 34090 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 respective custodians 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
City of Anaheim that the respective custodians of records of the
City of Anaheim be, and they are hereby authorized to destroy
immediately, in a lawful manner and without making any copies
thereof, the records under their respective charges, as more
particularly described on Exhibit "A" attached hereto and
incorporated herein by this reference.
the
BE IT FURTHER RESOLVED that upon destruction of the
foregoing records, a certificate of destructions 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
this 17th day of February
ATTEST:
is approved and adopted
, 1987
MAYOR OF THE CITY OF AN}rHEIM
APPROVED:
J/ACK L. -IqH"I TE
CITY ATTORNEY
1670L
020587
CLERK
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) ss.
CITY OF ANAHEIM )
I, LEONORA N. SOHL, City Clerk of the City of Anaheim, do hereby certify that
the foregoing Resolution No. 87R-47 was introduced and adopted at a regular
meeting provided by law, of the City Council of the City of Anaheim held on
the 17th day of February, 1987, by the following vote of the members thereof:
AYES:
COUNCIL MEMBERS: Pickler, Hunter, Kaywood and Bay
NOES: COUNCIL MEMBERS: None
ABSENT: COUNCIL MEMBERS: None
VACANCY: COUNCIL MEMBERS: One
AND I FURTHER certify that the Mayor of the City of Anaheim signed said
Resolution No. 87R-47 on the 17th day of February, 1987.
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the seal of the
City of Anaheim this 17th day of February, 1987.
CITY CLERK OF THE CITY OF ANAHEIM
(SEAL)
I, LEONORA N. SOHL, City Clerk of the City of Anaheim, do hereby certify that
the foregoing is the original of Resolution No. 87R-47 duly passed and adopted
by the Anaheim City Council on February 17, 1987.
CITY CLERK OF THE CITY OF ANAHEIM
DATA PROCESSING DEPARTMENT
Exhibit "A"
page 1 of 5
The following list of records are eligible for retirement in accordance with
our adopted retention schedule and are no longer needed in our normal course
of business.
Name
Activity Sheets
Expired Vendor Contracts
Correspondence-External to City
Correspondence-Internal to City
Downtime Log
RFP's (not accepted)
RFP's for expired agreements
Years
1982-1984
1983-1984
1977-1984
1980-1984
1980-1984
1982
1980-1982
Attendance Stats Computer
Printout Series
Request for Warrant
Payroll Computer Printout Series
Printing Requisitions
Purchase Requisitions
Staff Reports
Telephone Use Reports
Resource Allocation Plan Work Papers
Resource Allocation Plan as Submitted
Receipts-MDS
Expense Claims
Warehouse Orders
1979-1984
1979-1984
1980-1984
1980-1984
1980-1984
1980-1984
1981-1984
1982/83, 1983/84
1982/83, 1983/84
1979-1980
1981-1984
1983-1984
Fhilip M~rammatica
Data Processing Director
7252J
Exhibit "A"
page 2 of 5
The following Records Series which are now eligible in accordance with the
Records Retention Schedules prepared for City Clerk, Programs 132 and 134 and
City Council, Program 101, are no longer needed for the ordinary course of
business and are consequently scheduled for destruction on:
FEBRUARY 20, 1987
REF# NAME OF RECORD RETEN CODE RECD YEAR ELIGIBLE
105 Board & Commission Minutes* CY +3 1977-78 01-01-82
105 Board & Commission Minutes* CY +3 1979-80 01-01-84
105 Board & Commission Minutes* CY +3 1981-82 01-01-86
107 Monthly Reports Building Dept. L~ +3 1977-78 01-01-82
107 Monthly Reports Building Dept CY +3 1979-80 01-01-84
107 Monthly Reports Building Dept CY +3 1981-82 01-01-86
112 Litig- Subpoenas Received CY +3 1977-78 01-01-82
112 Litig- Subpoenas Received CY +3 1979-80 01-01-84
112 Litig- Subpoenas Received CY +3 1981-82 01-01-86
113 City Clerk Appts/Oaths CY +3 1977-78 01-08-82
113 City Clerk Appts/Oaths CY +3 1979-80 01-08-84
113 City Clerk Appts/Oaths CY +3 1981-82 01-08-86
113 City Clerk Administration CY +3 1977-78 01-01-82
113 City Clerk Administration CY +3 1979-80 01-01-84
113 City Clerk Administration CY +3 1981-81 01-01-86
128 Monthly Reports Finance CY +3 1977-78 01-01-82
128 Monthly Reports Finance CY +3 i979-80 0i-01-84
128 Monthly Reports Finance CY +3 1981-82 01-01-86
140 Monthly Reports Library CY +3 1977-78 01-01-82
140 Monthly Reports Library CY +3 1979-80 01-01-84
140 Monthly Reports Library CY +3 1981-82 01-01-86
156 Police -Crime Analysis Part II CY +3 1977-78 01-01-82
* Items indicated with asterisk (*) ar--~ duplicate records, not Record~y.
Exhibit "A"
page 3 of 5
156
156
159
159
159
159
117
117
117
150
150
150
114
114
114
114
114
114
119
119
119
120
120
120
113
113
Police -Crime Analysis Part II CY +3
Police -Crime Analysis Part II CY +3
Pub Wks Contracts Prelim Stop Notice CY+2
Pub Wks Contracts Prelim Stop Notice CY+2
Pub Wks Contracts Prelim Stop Notice CY+2
Pub Wks Contracts Prelim Stop Notice CY+2
Treasurer's Reports CY +3
Treasurer's Reports CY +3
Treasurer's Reports CY +3
Contracts for Rec Activity * CY +3
Contracts for Rec Activity * CY +3
Contracts for Rec Activity * CY +3
Council- Other Cities CY +3
Council- Other Cities CY +3
Council- Other Cities CY +3
Citizen Correspondence CY +3
Citizen Correspondence CY +3
Citizen Correspondence CY +3
iGR Reports/Correspondence CY +3
IGR Reports/Correspondence CY +3
IGR Reports/Correspondence CY +3
Complaints -Citizen Corresp CY +3
Complaints -Citizen Corresp CY +3
Complaints -Citizen Corresp CY +3
Agendas -City Council Mtgs CY +3
Agendas -City Council Mtgs CY +3
1979-80
1981-82
1977-78
1979-80
1981-82
1983-84
1977-78
1979-80
1981-82
1977-78
1979-80
1981-82
1977-78
1979-80
1981-82
1977-78
1979-80
1981-82
1977-78
1979-80
1981-82
1977-78
1979-80
1981-82
1977-78
1979-80
01-01-84
01-01-86
01-01-81
01-01-83
01-01-85
01-01-86
01-0i-82
01-01-84
01-01-86
01-01-82
01-01-84
01-01-86
01-01-82
01-01-84
01-01-86
01-01-82
01-01-84
01-01-86
01-01-82
01-01-84
01-01-86
01-01-82
01-01-84
01-01-86
01-02-82
01-02-84
* Items indicated with asterisk (*) are duplicate records, not Record Copy.
Exhibit "A"
page 4 of 5
113
127
127
Agendas -City Council Mtgs CY +3
FPPC Camp Statements of
Unsuccessful Candidates CY +5
FPPC Camp Statements of
Unsuccessful Candidates CY +5 1979-80 01-01-86
159 Pub Wks Contracts Unsuccessful bids CY +2 1979-80 0t-01-83
159 Pub Wks Contracts Unsuccessful bids CY +2 1981-82 01-01-85
159 Pub Wks Contracts Unsuccessful bids CY +2 1983-84 01-01-87
113 Tapes Audio- City Council Mtgs CY +2 1981-82 01-01-85
113 Tapes Audio- City Council Mtgs CY +2 1983-84 01-01-87
148 League of Calif Cities Annual Conf CY +2 1977-78 01-01-81
148 League of Calif Cities Annual Conf CY +2 1979-80 01-0i-83
148 League of Calif Cities Annual Conf CY +2 1981-82 01-01-85
127 Nomination Papers, Elect 4/1978 ET +4 1977-78 05-01-86
108 Solicitation Permit Applications CY +3 1977-78 01-01-82
128 Mafis Project Minutes~ CY +5 1977-78 01-01-84
110 1976 Census Report CY +5 1977 01-01-83
129 Public Fireworks Display Permits CY +3 1977-78 01-01-82
174 Housing Repair & Maint Agrmts~ CY+5 1977-78 01-01-~-
(Issued & signed by N.Priest)
1981-82 01-02-86
1977-78 01-01-83
DATE:
Items indicated with asterisk (~) are duplicate records, not Record Copy.
b~.YOR/CITY COUNCIL FILES
Destruction List - 1/27/87
Exhibit "A"
page 5 of 5
BOX NO. 1
BOX NO. 3
1979-81 Invitations, Green Cards
£OX NO. 2 (Correspondence)
1979 Thanksgiving Service
1980 Congress of Cities
1982 Police/Staff Com_mendations
Youth Commission
Welcome Letters
1976-80
1979-82
1980
League of Cities
Mayor's Prayer Breakfast
Boy Scouts, Invitations
California Surf
Government Agencies Corresp.
BOX NO. 4
1982 Invitations, Green Cards
BOX NO. 5
1978-81 Police Commendations
1981-82 Boy Scouts, Invitations
1983-84 Letters of Welcome
1984 Jan-Jun Goodwill, Thanks
1982 Ques~naires, Forms
BOX A - Corresoondence, Complaints
1982 Police Commendations
1982 Government Agencies
1982 General
1983-84 Hotline with Responses
1984 Original Hot!ine Complaints
BOX B - Correspondence, Como]aints
1969-81
1972-82
1978-79
1979-80
1979-20
1979-81
1979
1979
Sister Cities
Anah. Cultural Arts
Printing Requests
Grand Jury
Expense Claims, P.O.'s
Annie Anah. Accolades
Hito
Carousel of Music
BOX B - Continued
1979
1979
1979
1981
1981
1981
1981
1981
1982
1982
19S3-84
Anaheim Com~.unity Entertainers
Military Electronics Expo
A.C.C. - Soiree
Executive Council, Or. Co.
Disabled Persons, Year of
Country-Western Days
OrigLnal Hotline Complaints
Richard Curtiss
Cinco de Hayo
Fire Disaster
Request for Warrants
BOX C
1979-82 Proclamations
1980-84 Council Event Calendars
1980 Convention Center Parking 1982-83 Orieinal Hotline Comotaints
1980 Sunkist School o{ ~ 1982-84 Council Liaison Calendars
19~0 Peripheral Canal Committee BOX D
1930 Or. Co. National Park
~:~ Hilton Hotel 1978-80 Original Hotlines
1981 Anaheim Beautiful 1982 Hotline -~
w~. Responses
~°81 ~iusic Ol .... ~-
1991 ~iobilehome P~r]i Conversions
The above listed records are eligible for destruction in accordance with the approved
Retention Schedule for Program I01, and are no longer necessary in the ordinary course
of business.~.. ,~,~
~/~g-~;~'f~ Dated: February i1, 1987