99-150RESOLUTION NO. 99R- 150
A RESOLUTION OF THE CITY COUNCIL OF
THE CITY OF ANAHEIM APPROVING THE
RECORDS RETENTION SCHEDULE,
FOR THE CITY CLERK'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 Clerk's Department; and
WHEREAS, changes have been recommended to the Records Retention
Schedule for the Record Series in the City Clerk'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 Clerk's Department.
NOW THEREFORE, BE IT RESOLVED by the City Council of the
City of Anaheim that the Records Retention Schedule for the City Clerk'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 THE CITY OF AN IM
ATTES .
i` ~--
CITY CLERK OF THE CITY OF ANAHEIM
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. 99R-150 was introduced and adopted at a regular meeting provided by law, of the
Anaheim City Council held on the 13th day of July, 1999, by the following vote of the members
thereof:
AYES: MAYOR/COUNCIL MEMBERS:
NOES: MAYOR/COUNCIL MEMBERS:
ABSENT: MAYOR/COUNCIL MEMBERS
Feldhaus, Kring, Tait, McCracken, Daly
None
None
AND I FURTHER CERTIFY that the Mayor of the City of Anaheim signed said Resolution
No. 99R-150 on the 13th day of July, 1999.
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of
Anaheim this 13th day of July, 1999.
~C~.v-~,~.t~ .
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. 99R-150 was duly passed and adopted by the City Council of the
City of Anaheim on July 13th, 1999.
---.
CITY CLERK OF THE CITY OF ANAHEIM
CITY OF ANAHEIM RECORD RETENTION SCHEDULE
AGENCY: CITY CLERK RESOLUTION NO. 94R-275
~ r_~ivrv rrn • ~ na DATE APPROVED: 12-06-94
RECORD SERIES RET CODE
ONSITE RET CODE
OFFSITE ELECTRONIC/
DIGITAL
RETEN CODES COMMENTS
Pro ram No. 1132
Abandonments CY+3 M P
A enda Council (RA/Auth) Meetin s CY+3
AHFP Contracts CY+4 SY
Annexations CY+3 M P
Annual Financial Re t CY+3 P Cal Admin 16023/Gov 50110
A licarions Bds/Comet A ointees ET+4
Assessment Districts L SY
Bids Pub Wks Jobs Unsuccessful CY+2
Bond Issue Closin Documents CY+S P
Bond, Insurances CY+2 l0Y Cal Admin 53921
Bonds Land Use Decisions CY+3 15Y Subdivis./Pub Wks. has database which
can tell which year bond was submitted.
Subdivis CY+2, M P
Bonds, Cancelled Bearer T+SY
Bud et CY+3 Cal Gov 50110
Ca ital I rovement Pro ram CY+3 l0Y
CDBG A lications LC+3 4Y OMB Circula A102
CDBG Bud et LC+3 4Y
Charter Amendments P Cal Admin 16023
Charter of Ci P
Citizen Committees le is rec) WC+2 P
Citizen Committees eneral) CY+3
Claims A ainst Ci T+SY
Co laints CY+3
Condemnations CY+3 M P
Conflict of Interest Codes P
Contracts/A is (Council auth) L SY M 20Y
Corres sent/rec all file ref nos. CY+3
Council meetin audio to es CY+2 Cal Gov 34090.7
CITY OF ANAHEIM RECORD RETENTION SCHEDULE
AGENCY: CITY CLERK RESOLUTION NO. 94R-275
A(:FNC'.Y Nn.: 104 DATE APPROVED: 12-06-94
RECORD SERIES RET CODE
ONSITE RET CODE
OFFSITE ELECTRONIC!
DIGITAL
RETEN CODES COMMENTS
Covenants, Hold Harmless A is CY+3 P
Deeds Easements/Real Pro e CY P M P Cal Admin Code 16023
Econ Int Statmts Em to ees 721 CY+7 Cal Gov 81009
Econ Int Statmts E to ees 730 CY+7 Cal Gov 81009
EIR Notices of Determination CY+3
EIR's Pro'ects Not A roved CY+3
EIR's Pro'ects A roved CY+3 P
Electronic Index to Claims P CY+3
Electronic Index to Term A mts P CY+3
Encroachment Permits CY+3 M P
Franchises L SY M 20YR Cal Gov 16023
General Plan Amendments CY+3 M P Cal Gov 50110
Indices to Council Action P
Le al Notices, affidavits of CY+3
Legislative History (Council) CY+3 15Y or CDR 15Y Includes staff reports and other
documents. Review 15Y for historical
items, transfer these to archive.
Staff reports re: contracts/agreements
are filed w/agreement and for the entire
retention eriod of the a Bement.
Le islative History (Agency/Auth) CY+3 15Y or CDR 15Y Same comment as above.
Liti ation Sub oenas Received CY+3
Memorandums of Understandin WC M 20Y
Minutes Ci Council CY+7 P CDR P
Minutes Redev A enc /Hous Auth CY+7 P CDR P
Minutes Boards/Commission* CY+3 Rec Co with Sec /De t
Munici al Code P D CV to diskette 4X er
Munici al Code Su lements P
Notices of Unscheduled Vac Bds/Comet CY+3
Notices of Determin or Exem t (CEQA CY+3
Notices of Ad'/S ecial Meetin s CY+3
CITY OF ANAHEIM RECORD RETENTION SCHEDULE
AGENCY: CITY CLERK RESOLUTION NO. 94R-275
AGENCY NO.: 104 DATE APPROVED: 12-06-94
O inions, Ci A * CY+3 CDR 15Y
Ordinances CY+3 P CDR P
Pro ram No 1132 (cont)
Permits anted b Council L+4Y
Public Works Contracts L SY M 20Y
Redevelo ment Pro~ects L+3 P
Resolutions CounciUA enc /Auth CY+3 P CDR P
Sto Notices Public Wks Prelim CY+2
Tract Files L+SY
Uniform Codes Bldg, Fire Plumbing WC
(3 co ies P
1 co ) Cal Gov Code 50022.
Pro ram No. 1133
Cam ai n Statements FPPC Successful ET+4Y CDR P
Cam ai Statements FPPC Unsuccessful CY+SY
Election Documentation CY+3 P
Nomination Pa er all Candidates ET+4Y Cal Elec Code 17100
Petitions for Irritiative/Recall E+8 mos. Elec+B mos EC 17200 LA
Statements Econ Int successful cand 721's ET+4Y GC 81009 f)
Statements Econ Int unsuccessful cand 721's CY+7Y GC 81009 (e)
Statement of Termination FPPC filers CY+7Y GC 81009 e
Voted Ballots E+6 mos Elec+6 mos EC 17302
CERTIFICATE OF DEPARTMENTAL APPROVAL
RECORDS RETENTION SCHEDULE
I have reviewed the records retention periods for all Record Series listed in programs, 1132, 1133, and
1134 as shown on pages labeled City Clerl 1-3 of this document and concur in the recommended retention evaluations and
plans to retain records.
~i~~
Leonora N. Sohl, City Clerk
Dated: July 2, 1999