99-149RESOLUTION NO. 99x- 149
A RESOLUTION OF THE CITY COUNCIL OF
THE CITY OF ANAHEIM APPROVING THE
RECORDS RETENTION SCHEDULE,
FOR THE CITY ATTORNEY'S 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 Attorney's Department; and
WHEREAS, changes have been recommended to the Records Retention
Schedule for the Record Series in the City Attorney's 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 Attorney's Department.
NOW THEREFORE, BE IT RESOLVED by the City Council of the
City of Anaheim that the Records Retention Schedule for the City Attorney's
Department, as amended, and as more particularly described in Exhibit "A"
pages 1-3 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 this 13th day of July, 1999.
~~
MAYOR OF TH CITY OF AN EIM
ATTEST•
CITY CLERK OF THE CITY OF ANAHEIM
CITY OF ANAHEIM RECORD RETENTION SCHEDULE
AGENCY: CITY ATTORNEY
AGENCY NO:
RECORDS SERIES
HARD COPY
RET CODE RET CODE
ONSITE OFFSITE
RESOLUTION NO.
DATE APPROVED:
ELECTRONIC/DIGITAL
RETEN CODE COMMENTS
1101 Legal Administration
Accountin Transaction Forms* CY+2Y 0 Record Co in Finance.
Accounts Payable: Outside Counsel-
liti ation T+lY SY
Accounts Pa able: G & A* CY+3Y SY Record Co in Finance.
Accounts Payable: Outside Counsel -
General CY+4Y SY
Affirmative Action Re orts* CYOP Record Co in HRD
AFRM Accountin Re orts* CY+4Y l0Y Record Co in Finance.
A Bement workin files LC +2Y SY
Assets* P
Attendance Stats Series CYOP
Attome /Staff Chron Files CY+IY 7Y
Bud et Wor a ers CY+2Y
Bud et (as submitted CY+7Y SY
Collections Officer Recei ts* CY+2Y SY Record co in Treasurer's Office
Corres ondence: General CY+2Y 0
Council agendas/Planning Corrunission
a endas CY+IY lY
De arhnental Policies/Procedures WC+2Y 0
Em to ee Statistical Balance Chan es* CY+2Y Record co in Finance
E ui ment Manuals WC
Ex ense Claims (Same as A/P above)* CY+4Y SY Record co in Finance
CITY OF ANAHEIM RECORD RETENTION SCHEDULE
AGENCY: CITY ATTORNEY
AGENCY NO:
RESOLUTION NO.
DATE APPROVED:
HARD COPY ELECTRONIC/DIGITAL
RET CODE RET CODE
RECORDS SERIES ONSITE OFFSITE RETEN CODE COMMENTS
Front Desk File Log/Front Desk
Appointment Book/ Library Log/ Hand
Delive Lo
CY+2Y
0
General Files b de t/ ear/doc. e CY+3Y 6Y
Internal (departmental) fmancial records/
Revenue
CY+2Y
SY
Libra material CY 2Y
MAPS CY+3Y 0
Materials drawn from stock forms* CY+2Y 0 Record co in Finance
Miscellaneous Corres ondence CY+2Y 0
Notices to Bill* CY+2Y SY Record co in Finance
Pa oll Re orts* CY+2Y 0 Record co in Finance
Personnel Records CY+SY l0Y
Purchase Orders* P Record co in Finance
Blanket & en Purchase Re uisitions CY+lY 0 Record co in Finance
Re uest for delive forms* CY+2Y 0 Record co in Finance
Re uest for Time Off Sheets CY+2Y
Si -in Sheets CY+2Y
Software Licenses L
Staff Meetin Minutes CY+3Y 0
Staff/A Time Sheets CY+2Y 0
Tele hone Use Re orts CY+2Y 0
Tele hone Messa e Lo s CY+2Y 0
1122 S ecialized Counsel
Files in Counsel Office or Public Utilities. See Public Util Retention Schedule
CITY OF ANAHEIM RECORD RETENTION SCHEDULE
AGENCY: CITY ATTORNEY
AGENCY NO:
RESOLUTION NO.
DATE APPROVED:
HARD COPY ELECTRONIC/DIGITAL
RET CODE RET CODE
.RECORDS SERIES ONSITE OFFSITE RETEN CODE COMMENTS
1123 General Counsel
Workers Com ensation Files WC P
Bankru tc WC l0Y
Claims CY+3Y 2Y
Collections WC l0Y
Defense Liti ation WC l0Y
Labor WC l0Y
PlaintiffLiti ation WC l0Y
Subro ation WC l0Y
1124 Land Use Counsel
CC& R's CY+lOY SY
Section Ma s WC+2Y 0
1125 Misdemeanor Prosecution
CII's and Misc. Re orts WC 2Y
Criminal Case Files WC l0Y
Terminal Dis osition Files WC 4Y
CERTIFICATE OF DEPARTMENTAL APPROVAL
RECORDS RETENTION SCHEDULE
I have reviewed the records retention periods for all Record Series listed in programs 1101,1122,1123
1124, and 1125, as shown on pages labeled City Attorney 1-3 of this document and concur in the recommended retention
evaluations and plans to retain records.
Jack VKhite, City Attorney
duly 2,1999