HomeMy WebLinkAbout1994-08-23 - AGENDA REPORTS - RECORDS RETENTION SCHEDULEAGENDA REPOWya
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Item to be presented by:
Donna Grindey
CONSENT CALENDAR
DATE: August 23, 1994
SUBJECT: RECORDS RETENTION SCHEDULE
DEPARTMENT: City Clerk
BACKGROUND
The records retention schedule was developed and implemented in September, 1993.
On a yearly basis, the retention schedule will be reviewed by each department for any
amendments needed. The retention schedule must be changed whenever a new record
series is created, the retention period of a record series changes, the department
responsible for an original record changes, or a record series not designated as
confidential or vital is to be designated as such. A few of the types of amendments
made to the retention schedule include:
adding emergency contracts to the Clerk's retention schedule
-adding NPDES records to the Engineering retention schedule
-adding parking violation records to the Finance retention schedule
-deleting Economic Development series from Community
Development schedule and adding it to the City Manager's
schedule
-changing retention periods of certain records
The amendments are approved by the department head, the City Clerk, the City
Attorney, and the City Council. Once approved by City Council, staff will begin to
purge the records for either storage or destruction
RECOMMENDATION
Council approve amendments to the records retention schedule and direct the City Clerk
to begin the storage and destruction process of the records management program.
G! P'l�''U�U A r,- ; 'item:
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ATTACHMENT
Records Retention Schedule Amendments
agnrptretsched.dmg
CITY OF SANTA CLARITA
REQUEST FOR AMENDMENT TO
RETENTION SCHEDULE
RECORDS OF: City Clerk
Item
No.
Record Series Name
Add
Change
Delete.
Description of Requested Amendment
1
Agreements and contracts/emergency contracts
X
added new sub -record series
Approved:
Approved:
rec-man.amndaug.
Approved: ( �' Date: P
\\\(GGCittyyy Attorney)
Approved:
(City Council)
CITY OF SANTA CLARITA
REQUEST FOR AMENDMENT TO
RETENTION SCHEDULE
RECORDS OF: Management Services - Personnel
Item
No.
Record Series Name
Add
Change.
Delete
Description of Requested Amendment
10
Remntment Files, applications, resumes
X
Redundant with item #11 on retention schedule
I
� .,'V11 MAN A,
..T.r!
Approved: ate: a
(City Attorney)
Approved: ate: /1 ~��' / `1 Approved:
(City Clerk) (City Council)
rec-maxi amndaug.
Date:
CITY OF SANTA CLARITA
REQUEST FOR AMENDMENT TO
RETENTION SCHEDULE
RECORDS OF: City Manager - Redevelopment
Item
No.
Record Series Name
Add
Change
Delete
Description of Requested Amendment
1
Correspondence and Subject Files
X
:New division in City Manager Dept. - 2 year retention schedule
2
Correspondence - Chronological Files
X
2 year retention schedule
3
Economic Development Pro)ect Files
X
From Comm.. Dev. to City Manager retention schedule.
4
Community Development Block Grant Files
X
From Parks & Rec.- Admin to City Manager retention schedule
Approved: te: Approved: Date: `L Z-
=Clffk)Lej
'ty Attorney)
Approved: Date: �-��7 / Approved. Date:
ity (City Council)
0
CITY OF SANTA CLARITA
REQUEST FOR AMENDMENT TO
RETENTION SCHEDULE
RECORDS OF: Community Development - Planning
Item
No.
Record Series Name
Add
Change
Delete
Description of Requested Amendment
6
Economic Development Pm)ect Files
X
To City Manager Dept. retention schedule -
l,
Appmved: Date:
( ent iiiadl,,
Approved: ✓���'�,�. Date:.
ity Clerk) � 0
rec-man.amndaug.
Approved:
(City Attorney)
Approved: Date:
(City Council)
CITY OF SANTA CLARITA
REQUEST FOR AMENDMENT TO
RETENTION SCHEDULE
RECORDS OF: Community Dev. - Engineering
Item
No.
Record Series Name
Add
Change
Delete
Description of Requested Amendment
21.
National Pollution Discharge Elimination System
X
Storm Water utility records created in 1994. Retention periods vary
(NPDES)
from 3-5 years
(prevention plans, maintenance records, regulations,
press releases, inspection records
Approved.
Approved.
rec-man.amndaug.
.Approved: Date:
( ity Attorney)
-9 Approved- Date:
(City Council)
CITY OF SANTA CLARITA
REQUEST FOR AMENDMENT TO
RETENTION SCHEDULE
RECORDS OF: Community development - Building & Safety
Item
No.
Record Series Name
Add
Change
Delete
Description of Requested Amendment
4
Logs
X
on computer
15
Correspondence.- Chron Files -
X.
2 yr. retention period
Approved:
Approved:
rec-maa.amndaug.
C
(� Approved:
f44 Approved:
IF NO mmmm��
(City Council)
CTTY OF SANTA CLARITA
REQUEST FOR AMENDMENT TO
RETENTION SCHEDULE
RECORDS OF: Parks & Rec/Community Services - Admin.
Item
No.
Reowd Sesks Name
Add
Change
Delete
Description of Requested Amendment
2
CDBG records
X
To City Manager retention schedule
Approved: Date: O-/'7• Approved: Date:
ent GG // ( .Attorney)
Approved: ate; (I� `Y` l Approved: Date:
'ty Clerk) (City Council)
rec-man.amndaug..
0 h r
CITY OF SANTA CLARITA
REQUEST FOR AMENDMENT TO
RETENTION SCHEDULE
RECORDS OF. Finance
Item
No.
Record Series Name
Add
Change
Delete
Description of Requested Amendment
3
Accts. pay. Petty cash vouchers
X
change from 2 to 1 year retention
4
Accts. pay. refund checks
X
change from 2 to 1 year retention
5
Acct's. pay.: reports
X
change from 2 to 1 year retention
9
Acct's. rec. reports
X
change from 2 to 1 year retention
47
Pak. Cite. administrative review results w/not liable
X
New record series
cases
48
Park. Cite. administrative review cases found liable
X
New record series
monthly
49
Park. Cite. hearings - by date hearing tape recordings
X
held
New record series
50
Park. Cite. processing agency monthly management
X
reports
X
51
Correspondence
New record series
Approved: '` -® Date: / % i Approved: Date:
ment H / 9 4/ 'TCity Atiomey)
Approved:. Date: �'e� ! / Approved: Date:
ity Clerk) (City Council)
rec-man.amndaug.