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RES-2006-076RESOLUTION NO. 2006-076 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ANAHEIM APPROVING THE RECORDS RETENTION SCHEDULE, FOR THE CITY ADMINISTRATION 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 Administration Department; and WHEREAS, changes have been recommended to the Records Retention Schedule for the Record Series in the City Administration 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 Administration Department. NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Anaheim that the Records Retention Schedule for the City Administration Department, as amended, and as more particularly described in Exhibit "A" attached hereto and incorporated herein by this reference is hereby approved. THE FOREGOING RESOLUTION is hereby approved and adopted by the City Council of the City of Anaheim t ' 9th day o y ,2006. MAYO THE CITY F A HE1M A T: Y CLE K OF E CITY OF ANAHEIM APPROVED AS TO FORM: CITY ATTORNEY ATTEST: AYES: Mayor Pringle, Council Members Sidhu, Sernandez, Galloway, Chavez NOES: NONE ABSENT: NONE ABSTAIN: NONE EXHIBIT A CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: CITY MANAGER/ADMINISTRATION AGENCY NO: City Manager -102; City Council -101 PREVIOUS RESOLUTION NO. DATE APPROVED: 02/07/1989 ' strat~o~i~ ~ for v ~ ,~ '~ ~ .~:~~~.:4;::~~~`~:~ Pro am Name: Admmi. , Audit,.Iai. ~ .. -G~~~ ei~~' Relati©ns Piitic. Rvi~~Y~i~~ ..:~~iui+cil . - ~ . ....... .. . . :'' . :.... •.. •~i.:h.'.• Pro ram~No.:'~ 1Y01; 1146, 11~42,1143~;:~ ~~~ ~~ .: ~ .~.... ...~,...~.. ,. . .. .. :.. . . .. ~~~des aQd~.:DefiQiti ~ . . Record Paper, Correspondence, forms, photographs, microfilm, and audio tapes, maps, drawings, or other documents, including all copies thereof, as well as originals (created by the City in the ordinazy course of business) which directly relate to the functionin of the or anization. Non-record Material that does not relate directly to the functioning of the organization; is not produced by or specifically for, the or anization. Retention Code ~ . CY Current Yeaz L Life of contract, buildin ore ui ment P Penmanent S Su erseded T Termination (as in em to ent, contracts) . V Vital Record . .. ~ .Other -~ :~~~"'.~~~`~:: . WC While Current DP De artment Practice Y Yeaz(s) GC Government Code 5/8/2006 Page 1 of 4 EXHIBIT A CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: CITY MANAGER/ADMINISTRATION AGENCY NO: City Manager -102; City Council -101 PREVIOUS RESOLUTION NO. DATE APPROVED: 02/07/1989 RECORDS SERIES ~ ~ .CLASS ~. TEN'~'FON .. . ~`UTTf1'~-RITY-;.~: ~~~ ~ ~: C#~11~t~S. Accountin Re orts CY + 2 Y Generic Accounts Pa able Invoices CY + 3 Y Generic Administration Sub'ect Series Files CY + 3 Y GC34090; DP Attendance Statistical Series Re orts CY + 2 Y Generic Audit Files CY + 4 Y GC34090; DP Audits Re orts P GC34090 Bud et (as submitted) Other CY + 3 Y Generic Bud et (work sheets) Other CY + 3 Y Generic Calendars, Liaison & Other Meetin s Other CY + 2 Y GC34090; DP Calendars, Ma or, Cit Council Other CY + 2 Y GC34090; DP Copies Other DI Generic Extra copies no longer needed; research materials available from other sources. Corres ondence, General Other CY + 2 Y Generic Corres ndence, External Corres ndence CY + 2 Y GC34090; DP Corres ondence, Internal Corres ondence CY + 2 Y GC34090; DP Council Communications Corres ondence CY + 2 Y GC34090; DP Delive Re uests Forms CY + 2 Y Generic Documents, Proclamations Other S + 2 Y GC34090 Drafts Other DI Generic Office memos, minutes, internal reports, working files duplicating official record 5/8/2006 Page 2 of 4 EXHIBIT A CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: CITY MANAGER/ADMINISTRATION AGENCY NO: City Manager -102; City Council -101 PREVIOUS RESOLUTION NO. DATE APPROVED: 02/07/1989 RECORDS SERIES CL~SS~ . RETENTION AU~H~(3~TY ~ '~:~ ~ ~`~ ~.. .. CQ>i~.N'I'S~ E ui ment Manuals Other WC Generic Ex ense Claims Other CY + 3 Y Generic Federal/State Le islations Files CY + 1 Y GC34090; DP Financial Records (De artmental) Files CY + 3 Y Generic Hotline Com laints Corres ondence CY + 2 Y GC34090(d) Inter Governmental Relations Correspondence CY + 3 Y GC34090(d); DP Information, Grants Other CY + 5 Y DP Information, Resources Other CY + 5 Y GC34090; DP Interde artmental Char es Re orts CY + 3 Y Generic Inventories Re rts CY + 3 Y Generic Invitations, Res onses Corres ondence CY + 2 Y GC34090(d) Itineraries Other CY + 2 Y Generic Liti ation Case Files L + 10 Y GC34090; DP Record co : Cit Attorne Ma or, Council Corres ondence CY + 4 Y GC34090; DP Notes Other DI Generic Including handwritten; notes not reflecting relevant matter, histo Notices, Press Releases Other CY + 3 Y GC34090; DP Or anization Chart Other CV + 2 Y Generic Pa roll Re orts CY + 2 Y Generic Personnel Records Files T + 4 Y Generic Limited Access. Includes rformance reviews, MAPS Personnel Records, Grievance Files T + 5 Y Generic Limited Access; create as needed. 5/8/2006 Page 3 of 4 EXHIBIT A CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: CITY MANAGER/ADMINISTRATION AGENCY NO: City Manager -102; City Council -101 PREVIOUS RESOLUTION NO. DATE APPROVED: 02/07/1989 RECORDS SERIES CLASS ~ ~RETENTIO ~ ~ ~:A~:~3'~~'Y ~ :~~:. ~:::~ON1M~l~i~'I'S~... Personnel Records, Workers Com nsation Files T + 5 Y Generic Limited Access; create as needed. Plannin Case Files CY + 3 Y GC34090; DP Record co : Plannin Policies, Procedures - De artmental Other WC + 5 Y Generic Pro'ects Case Files L + 10 Y GC34090; DP Inactive moved offsite Purchase Orders Other CY + 2 Y Generic Software License Other L Generic Staff Meetin s Minutes CY + 3 Y Generic Staff Re orts (to Cit Council) Re rts CY + 2 Y Generic Record Co : Cit Clerk Tele hone Messa es Lo CY + 2 Y Generic Tele hone Messa es, sli s Other DI Generic Tele hone Usa a Re orts CY + 2 Y Generic Time Sheets, signed Other A + 6 Y Generic 29 CFR 516.5 Variance (Bud et) Re orts CY + 2 Y Generic VIP Bio a hies Other T + 10 Y GC34090; DP Work Re uests Forms CY + 2 Y Generic 5/8/2006 Page 4 of 4