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Home My WebLink About1995-09-12 - AGENDA REPORTS - RECORDS RETENTION SCHEDULE (2)City Manager Item to be presented by: Donna Grindey CONSENT CALENDAR DATE: September 12, 1995 SUBJECT: RECORDS RETENTION SCHEDULE AMENDMENTS RESOLUTION NO. 95-108 DEPARTMENT: City Manager On a yearly basis, the records retention schedule is reviewed by each department for any amendments needed. The retention schedule must be amended 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. Resolution 95-108 has been developed to streamline the amendment process, At present; the Department Head, City Attorney, City Clerk and the City Council approve the amendments to the retention schedule. Once approved, the records are purged for either storage or destruction. The resolution would authorize the City Clerk or her designee to amend the records retention schedule upon approval of the Department Head and the City Attorney without further action by the City Council. mej 13 Immelaws)eI Council approve the amendments to the records retention schedule and upon approval of the City Attorney, direct the City Clerk to purge records for storage and/or destruction; adopt Resolution No. 95-108 authorizing the City Clerk to approve the amendments. Resolution No. 95-108 Record Retention Schedule Amendments egnrptntschedamg a��1.0 RESOLUTION NO. 95-108 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA CLARITA, AUTHORIZING AMENDMENTS TO THE RECORDS RETENTION SCHEDULE WHEREAS, the records of all City departments are covered by the records retention program; WHEREAS, the principal document of the program is the records retention schedule which shows the length of time the various records of each department are to be retained in the active and the inactive files; NOW THEREFORE, the City Council of the City of Santa Clarita does resolve as follows: SECTION 1. That the City Clerk (Records Manager) maintain an up-to-date records retention schedule including the preparation of any amendments to the schedule. SECTION 2. That the City Clerk eliminate the submission of recommendations to the City Council for final approval prior to amending the records retention schedule. SECTION 3. That the City Council authorize the City Clerk or her designee to amend the records retention schedule, as needed, with the approval of the Department Heads and the City Attorney. SECTION 4. The City Clerk shall certify to the adoption of this Resolution. PASSED, APPROVED AND ADOPTED this day of 1995. MAYOR ATTEST: CITY CLERK STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) ss CITY OF SANTA CLARITA ) I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the City Council of the City of Santa Clarita at a regular meeting thereof, held on the day of , 1995, by the following vote of Council: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: CITY CLERK reso.95-108.dmg CITY OF SANTA CLARITA REQUEST FOR AMENDMENT TO RETENTION SCHEDULE RECORDS OF: PUBLIC WORKS -SOLID WASTE Item No. Record Series Name Add Change Delete Description of Requested Amendment 5 Graphic Files x Retention period from 2 years to a permanent & historical retention period. 8 Videos x 2 year active retention period; Permanent and historial inactive retention period Date: �� Approved: Date: (City Attorney) Date: J —Approved: Date: (City.Council) CITY OF SANTA CLARITA REQUEST FOR AMENDMENT TO RETENTION SCHEDULE RECORDS OF: PUBLIC WORKS- GENERAL SERVICES .Item No. Record Series Name Add Change. Delete Description of Requested Amendment .ALL All Records Series z To Administrative Services Dept. .Approved: LZ Z Date:/ S / Approved: Date: (Departm ) (City Attorney) Approved: L" Date: 5 J Approved. bate: (City Cler (City Council) 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 All All Record Series including Recovery, Economic x To Community Development Development & CDBG Date: 7 / /� Approved (City Attorney) Date:,z Approved: � (City Council) Date: CITY OF SANTA CLARITA REQUEST FOR AMENDMENT TO RETENTION SCHEDULE RECORDS OF: CITY MANAGER - SPECIAL PROJECTS A (City Attorney) (City Council) 1 AMI -GANG TASK FORCE x New division in City Mnager Correspondence 2AR Retention Period Meeting Agendas Minutes 2 CHRONOLOGICAL FILES x 2AR Retention Period 3 CORRESPONDENCE & SUBJECT FILES x 2AR Retention Period 4 HUMAN RELATIONS FORUM. x 2AR Retention Period Correspondence Meeting Agendas Minutes Grants & Awards Hot Line Information Newspaper Clippings A (City Attorney) (City Council) CITY OF SANTA CLARITA REQUEST FOR AMENDMENT TO RETENTION SCHEDULE RECORDS OF: CITY MANAGER Item No. Record Series Name Add Change Delete Description of Requested Amendment 1 Correspondence & Subject files x Change from 2 year to 1 year retention period Date: �S �yf Approved: (City Attorney) Date:tom— Approved: _ (City Council) CITY OF SANTA CLARITA REQUEST FOR AMENDMENT TO RETENTION SCHEDULE RECORDS OF: CITY MANAGER - INFORMATION RESOURCES/GRAPHICS Item No. Record Series Name Add Change Delete Description of Requested Amendment ALL All Records Series z To Administrative Services Dept. Date:. .� / J Approved: Date: (City Attorney) i Date: `S ��J 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 ALL All Record Series x To Building & Engineering Services Dept.. Date:. _. / J Approved: (City Attorney) Date:. `` S Approved: (City Council) CITY OF SANTA CLARITA REQUEST FOR AMENDMENT TO RETENTION SCHEDULE RECORDS OF: COMMUNITY DEVELOPMENT Item No. Record Series Name Add Change Delete Description of Requested Amendment ALL All Records Series for Recovery, Economic Development,. x From City Manager Dept. and CDBG 3 Code Enforcement Files To Building & Engineering Services Dept. I' Approv Date: J '�1 S Approved: ePartin t (City Attorney) Approved: Date; �J "�J Approved: (City Cler6 (City Council) CITY OF SANTA CLARITA REQUEST FOR AMENDMENT TO RETENTION SC HEDULE Item . No. Record Series Name Add Change Delete. Description of Requested Amendment. 23 COW130Y POETRY RECORDS x New Records Series Correspondence 2 AR Retention Period Contracts (duplicate) Letters of Agreement -performers (duplicate) Invoices (duplicates) Brochures Press Releases .� Ticket Sales & Information Press Packets v,,r4! C� ( (City Attorney) Date- S _ / J Approved: (City Council) CITY OF SANTA CLARITA REQUEST FOR AMENDMENT TO RETENTION SCHEDULE RECORDS OF: PARKS & RECREATION/COMMUNITY SERVICES - ADMIN. Item No. Record Series Name Add .Change Delete Description of Requested Amendment 2 COMMUNITY SERVICES NEIGHBORHOOD GRANTS. x New Record Series Financial Documents 2 AR Retention Period Reports ,,. 1 Year Retention Period for General Informtion & Unaccepted Applicants General Information Unaccepted Applicants 17 YOUTH & FAMILY RECORDS x New Record Series 2 AR Retention Period Date: ��J/ Approved: Date: (City Attorney) Date: �� Approved: Date: (City Council) CITY OF SANTA CLARITA REQUEST FOR AMENDMENT TO RETENTION SCHEDULE RECORDS OF: ADMINISTRATIVE SERVICES- GENERAL SERVICES ItemF77 No. Record Series Name .Add Change Delete Description of Requested Amendment. ALL All Records Series x From Public Works Department 5 MATERALS RECEIVING RECORDS x From Public Works - Administration Daily Receiving Log 2 Year Retention Period Office supply inventory records Purchase Order report Return records C Date: �� — 1 .S Approved: (City Attorney) Date:Approved: (City Council) CITY OF SANTA CLARITA REQUEST FOR AMENDMENT TO RETENTION SCHEDULE RECORDS OF: ADMINISTRATIVE SERVICES - INFO.RESOURCES/GRAPHICS Item No. Record Series Name Add Change Delete Description of Requested Amendment ALL All Records Serley x From City Manager Department Date: �/ - -' / Approved (City Attorney) Date: `S - Approved: (City Council) CITY OF SANTA CLARITA REQUEST FOR AMENDMENT TO RETENTION SCHEDULE RECORDS OF: FINANCE Item F Record Series Name Add Change Delete Description of Requested Amendment ALL All Records Series x Change Department Name to Administrative Services - Administration r d_ Date: Approved: Date: department ead) (City Attorney) Date: Approved: .Date: (City Clerk) (City Council) CITY OF SANTA CLARITA REQUEST FOR AMENDMENT TO RETENTION SCHEDULE RECORDS OF: BUILDING & ENGINEERING DEPT. - BUILDING & SAFETY Item.. No. Record Series Name Add Change Delete Description of Requested Amendment 1 CONTRACTOR AUTHORIZATION BOOKS x As of January, 1995, no longer required to maintain, by law 2 CONTRACTOR WORKERS' COMPENSATION RECORDS x As of January, 1995, no longer required to maintain, by law 3 HOUSE NUMBERING MAPS x. To Engineering Division 9 PLANS -COMMERCIAL BUILDINGS -STRUCTURAL x Vital Record as part of retention schedule 14 SOILS REPORTS x Vital Record as part of retention schedule 15 PLANS -TRACT HOUSING, APARTMENTS & MULTI- x New Record Series --Retention Period -Active: C; Inactive: Permanent; RESIDENTIAL Vital Record 16 PLANS -PUBLIC POOLS & RECREATION CENTERS x New Record Series --Retention Period -Active: C; Inactive: Permanent; Vital Record 17 PLANS -CITY OWNED FACILITIES x New Record Series -Retention Period -Active: C; Inactive: Permanet, Vital Record 18 CODE ENFORCEMENT RECORDS x From Community Development -Planning Approved: CDS Date: 14�/ s Approved: Date: (De rpt ead) (City Attorney) ApprovedDate: % -"S ' �f Approved: Date: (City Clerk) (City Council) CITY OF SANTA CLARITA REQUEST FOR AMENDMENT TO RETENTION SCHEDULE RECORDS OF: BUILDING & ENGINEERING DEPT. - ENGINEERING Item Na Record Series Name Add Change Delete Description of Requested Amendment 2 CAPITAL PROJECTS-CORRES. & SUBJECT FILES x Redundant with item #4 on Retention Schedule 7 MISC. PROJECT FILES x New Sub -Record Series Easements Dedications. These records are also vital Easement Vacations [.OMB's & LOMA's Elevation Certificates 18 TRAFFIC PLANS x New sub -record series Interconnect Plans Traffic Control/Handling Any Road Construction Plans 21 NPDES-NATL.POLLUTION DISC. ELIM. x Change Retention Period from Active: 3years; Inactive: 2 years; Destroy: 5 years TO Active: 5 years; Inactive: 2 years; Destroy: 7 years 22 CHRONOLOGICAL FILES x New Record Series - 2 Yr.: Retention period 23 CERTIFICATES OF COMPLIANCE -LOT LINE x New Record Series - Retention Period; Active: 10 years; Permanent ADJUSTMENTS Record Approved:""» c Date: •r�y6 .Approved: .Date: (De n ) C (City Attorney) Approved: Date: — > _ F Approved: Date: (City Clerk) (City Council)