HomeMy WebLinkAboutCity Council Resolution 21-053 destruction of recordsRESOLUTION NO. 21-053
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
AUTHORIZING THE FINAL DISPOSITION OF CERTAIN CITY RECORDS
WHEREAS, Government Code Section 34090 et seq. authorizes City department heads to
destroy certain records, documents, instruments, books or paper after the same are no longer required
with the approval of the legislative body by resolution and the written consent of the City Attorney.
NOW, THEREFORE, the City Council of the City of Saratoga hereby resolves as follows:
Department heads are hereby authorized to have destroyed those certain documents,
instruments, books or paper (collectively, "Records") under their charge as described in
Exhibit A.
2. The Records described in Exhibit A shall be held for seven days for review pursuant to
the Public Records Act prior to destruction. If no request for review is submitted
within that time, they shall be promptly destroyed. If a request for review is submitted,
the Records shall be destroyed not less than twenty days and not more than thirty days
after the records have been made available for review. Notwithstanding the foregoing,
if the City Attorney determines that any Records should be retained for any reason
those Records shall be retained and destroyed at a later date determined by the City
Attorney.
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City
Council held on the 7th day of July 2021 by the following vote:
AYES: Mayor Yan Zhao, Vice Mayor Tina Walia, Council Members Mary -Lynne Bernald,
Kookie Fitzsimmons, Rishi Kumar
NOES:
ABSENT:
ABSTAIN:
Yan ao, Mayor
AT
2
DATE: 2.a
Debbie Bretschneider, CMC
City Clerk
July 2021 Records Authorized for Destruction by Council and City Attorney
Retention Guide:
AU = Audit, CL =Closure, CU = Current Year, T = Terminated
Retention
Box number
Department
Description of Documents
date
Retention
Record Series
Emails before June 30, 2019, except for individuals
N/A
IT
on Legal Hold
6/30/2021
Current year+ 2
Emails
Code
Enforcement 1
CDD
Code Enforcement documents 1993-1995
12/31/1999
Closure + 2
Code Compliance
Clerk 1
public records requests 2015-2018, Appeals 2015-
Applications -not
CMD
2017, Commission applications -not selected
6/30/2020
Closure + 2
selected
Clerk 2
CMD
Correspondance 1977-1980
1/1/1983
Closure + 2
Correspondance
City Attorney 1
CMD
1980's Case Records, Informal
1/1/1997
Closure + 7
Legal/Legislative
City Attorney 2
CMD
1980's Case Records, Informal
1/1/1997
Closure + 7
Legal/Legislative
City attorney 3
CMD
1980's Case Records, Informal
1/1/1997
Closure + 7
Legal/Legislative
City attorney 4
CMD
1980's Case Records, Informal
1/1/1997
Closure + 7
Legal/Legislative
Finance 1
Finance
19901s purchase orders, bank statements
1/1/2005
Audit + 5
Purchase Orders
2001-2012 terminated temporary Personnel files and
HR 1
HR
terminated employee 1-9 Forms
1/1/2018
Term +4
Human Resources
General
7C
CMD
1957-1974 Correspondance and duplicate reports
1/1/1979
Current Year+ 2
Administration
13A
CMD
2001-2004 Correspondance on Library construction
1/1/2007
Closure + 2
Correspondance
2001-2004 Invoices -Check Requests on Library
13D
CMD
construction
1/1/2009
Audit + 4
Purchase Order files
1975-1977 Library Construction -Correspondance +
14C
CMD
RFP's
1/1/1984
Audit + 5
Bids & Proposals
1975-1977 Construction of Library -duplicates +
28C
CMD
Reference files, Internal
1/1/1984
Closure + 2
Reference Files
1975-1977 Superseded contruction documents for
30C
CMD
Library
1/1/1984
Closure + 2
Reference Files
706
CMD
1977-1985 Case Records, Informal
1/1/1997
Closure + 7
Legal/Legislative
94A
CMD
2003 Library Phase II RFP + correspondance
1/1/2010
Audit + 5
Bids & Proposals
2000-2003 Library Constuction purchase orders,
94C
CMD
invoices, check requests.
1/1/2009
Audit +4
Purchase Order files
95A
CMD
2001 Library Phase I RFP's + correspondance
1/1/2008
Audit + 5
Bids & Proposals
129D
2001-2005 Library -Mediation files with Thompson
CMD
Pacific
1/1/2013
Closure + 7
Legal/Legislative
Business license Renewal reports CY 2016 +
925
Finance
Inactivitation notices
12/31/2020
Term +4
Accounts Recievable
Rental Contracts, reservation receipts, invoices,
5014
Recreation
calendars 7/1/2016-6/30/2017
7/1/2021
Current year+ 4
Facilites
CITY ATTORNEY CONSENT TO DESTRUCTION
OF THE RECORDS, DOCUMENTS, INSTRUMENTS,
BOOKS OR PAPER DESCRIBED ABOVE:
Richard Taylor
City Attorney
IIZZZ— 7-13j2(
Date