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Home My Public Portal About12-033RESOLUTION NO. 12-033 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARSON, CALIFORNIA, AUTHORIZING THE DESTRUCTION OF SPECIFIED CITY RECORDS THE CITY COUNCIL OF THE CITY OF CARSON, CALIFORNIA, HEREBY RESOLVES AS FOLLOWS: WHEREAS, the city of Carson has stored a variety of files and documents that are no longer necessary for the operation of the city government; and WHEREAS, Section 34090 et seq. of the California Government Code provides a procedure whereby city records which are no longer required may be destroyed; and WHEREAS, the city of Carson Records Management Committee Chairperson has recommended, and the City Attorney has approved, the immediate destruction of the records listed on Attachment A to this Resolution. NOW, THEREFORE, the City Council of the city of Carson, California, does hereby resolve and authorize the destruction of the records listed on Attachment A to this resolution without further action by the City Council of the city of Carson. PASSED, APPROVED, and ADOPTED this 3 d day of April, 2012. ATTEST: City Clerk D'O"nesia L. Gause, CMC APPROVED AS TO FORM: City Attorney Mayor Jim Dear [MORE] Resolution No. 12-033 Page 2 of 8 STATE OF CALIFORNIA COUNTY OF LOS ANGELES ss. CITY OF CARSON 1, Donesia L. Gause, City Clerk of the City of Carson, California, do hereby certify that the whole number of members of the City Council is five; that the foregoing resolution, being Resolution No. 12-033 was duly and regularly adopted by said Council at a regular meeting duly and regularly held on the 3rd day of April, 2012, and that the same was passed and adopted by the following vote: AYES: COUNCIL MEMBERS: Mayor Dear, Ruiz-Raber, Santarina, Gipson and Davis -Holmes NOES: COUNCIL MEMBERS: None ABSTAIN: COUNCIL MEMBERS: None ABSENT: COUNCIL MEMBERS: None City Clerk I)Qne�ia L. Gause, CMC ATTACHMENT A Resolution No. 12-033 Page 3 of 8 LIST OF PURCHASING DOCUMENTS FOR DESTRUCTION PURCHASE ORDERS - Closed / Completed Cancelled 1 1974-75 Closed/Completed POs 2 1979-1984 Closed/Completed POs 3 1980-81 Closed POs; 1980-81 Agendas; & 1969-1976 Bids 4 1983-84 (A - F) 5 1985-86 (K - S) 6 11985-86 (S - Z) 7 June 1988 - Jan. 1996 Closed POs (Pinks) 8 1989 Closed/Completed POs 9 1989-90 (G - L) 10 1990 Jan. - Dec. Closed POs (Pinks) 11 1990 Closed/Completed POs; & 1997 - 2001 Audit Services 12 1990-91 (A - E) 13 1990-91 (F - N) 14 1990-91 (0 - Z) 15 1991 (A - K) 16 1991-92 (A - H) 17 1991-92 (1 - R) 18 1991-92 (S - Z) 19 1991 Jan. - Dec. Purchasing PO Copies 20 1992 Jan. - Dec. Purchasing POs Department Copies 21 1992-93 Closed/Completed POs 22 1992-93 (A - D) 23 1992-93 (M - S) 24 1992-93 (U - Z) 25 1993 Jan. - Dec. Closed POs (Pinks) 26 1993-94 (A - E) 27 1993-94 (F - P) 28 1993-94 (R - Z) 29 1994 Jan. - July Closed PO (Pinks) 30 1994-95 (A - F) 31 1994-95 (S - Z) 32 1995-96 (A - C) 33 1995-96 (H) [MORE] Resolution No. 12-033 Page 4 of 8 LIST OF PURCHASING DOCUMENTS FOR DESTRUCTION (continued) 34 1995-96 (1- 0) 35 1995-96 (T - Z) 36 1996-97 Closed/Completed POs (I of 2) 37 1996-97 Closed/Completed POs (2 of 2) 38 1996-97 (C - F) 39 1996-97 (M - P) 40 1996-97 (0 - Z) 41 1996-2002 Cancelled POs/Reqs. 42 1997-98 Warehouse PO Copies 43 1997-98 (A - C) 44 1997-98 (D - K) 45 1997-98 (L - R) 46 1997-98 (S - Z) 47 1998-99 (A - C) Box I of 6 48 1998-99 (C - E) Box 2 of 6 49 1998-99 (F - L) Box 3 of 6 50 1998-99 (L - P) Box 4 of 6 51 1998-99 (P - S) Box 5 of 6 52 1998-99 (S - Z) Box 6 of 6 53 1999 Van'ous - Closed POs & Correspondence 54 1999-00 (A - B) 55 1999-00 (C - D) 56 1999-00 (E - J) 57 1999-00 (K - 0) 58 1999-00 (P - S) 59 1999-00 (S - Z) 60 2000-01 (A - B) 61 2000-01 ( C ) 62 2000-01 (D - F) 63 2000-01 (G - J) 64 2000-01 (K - M) 65 2000-01 (0 - R) 66 2000-01 (S) 67 2000-01 (T - Z) 68 2000-02 Closed/Completed POs 69 2001 (A - N) Subscniption POs 70 2001 (0 - Z) Subscription POs [MORE] Resolution No. 12-033 Page 5 of 8 LIST OF PURCHASING DOCUMENTS FOR DESTRUCTION (continued) 71 2001-02 Closed/Completed POs 72 2001-02 (A - BTM) 73 2001-02 (D - GAL) 74 2001-02 (GLO - KNOTTS) 75 2001-02 (L - N) 76 2001-02 (NAT - Q) 77 2001-02 (R - SCA) 78 2001-02 (SMA - UT) 79 2002-03 (A - B) Box I of 2 80 2002-03 (A - B) Box 2 of 2 81 2002-03 (C - D) 82 2002-03 (E - H) 83 2002-03 (1 - L) 84 2002-03 (M - 0) 85 2002-03 (P - SO) 86 2002-03 (SP - SY) 87 2003-04 (A - B) 88 2003-04 (B - D) 89 2003-04 (1) - H) 90 2003-04 (1 - M) 91 2003-04 (M - Q) 92 2003-04 (R - S) 93 2003-04 (S - Z) TERMS - Closed Cancelled Expired 94 1997-2001 Expired Tenns 195 1997-2003 Expired Terms 196 1999 (A - C) Expired Terms '97 1999 (1) - M) Closed/Completed Terms 98 1999 (N - X) Expired Terms 99 2001-2003 Expired Tenns 100 2001-2003 Expired/Cancelled Terms 101 2002-03 (A - L) Expired Terms 102 2002-03 (M - Z) Expired Terms CONTRACTS - Closed / Completed / Cancelled / Expired 103 1989 - Aphil 1991 (MC -S) Completed Contracts; & 1990-91 Cancelled POs 104 1990-1995 Closed/Completed Contracts (I of 3) [MORE] Resolution No. Page 6 of 8 LIST OF PURCHASING DOCUMENTS FOR DESTRUCTION (continued) 105 1990-1995 Closed/Completed Contracts (2 of 3) 106 1990-1995 Closed/Completed Contracts (3 of 3) BIDS BID SPECIFICATIONS 107 1983-1984 Bids 108 B85-24 to B85-41 109 B87-36 to B87-50 110 B88-01 to B88-14 III B88-15 to B88-35 112 B88-36 to B88-47 113 B89-01 to B89-20 114 B89-21 to B90-05 115 1990-1993 Bid Specifications 116 B90-06 to B90-19 117 B90-34 to B91-14 118 B92-01 to B92-07 119 B92-08 to B92-19 120 B92-20 to B92-25 121 B92-26 to B92-30 122 B93-01 to B93-11 123 B93-12 to B93-21 j 124 1994-1998 Bid Specifications 1125 B94-02 to B94-13 1126 B94-14 to B94-17 Bids; & P92-001 to P92-0061 RFPs 127 B95-13 to B95-27 128 B96-01 to B96-16 129 B96-17 to B96-35 130 B96-36 to B96-41 131 B97-01 to B97-08 132 jB97-09 to B97-20 133 B97-21 to B97-29 134 B98-01 to B98-17 135 B98-18 to B98-32 136 1999-2001 Bid Specifications 137 B99-01 to B99-13 138 B99-14 to B99-29 139 BOO -01 to BOO -10 140 jB00- I I to BOO -3 2 [MORE] Resolution No. 12-033 Page 7 of 8 LIST F PURCHASING DOCUMENTS FOR DESTRUCTION (continued) 141 BOO -33 to BOO -46 142 Bid No. BOO -45 Offset Press/Platemaker; & Bids (130 1 -0 1 to BO 1 -26) 143 BOO -47 to BOO -54 144 BO 1 -27 to BO 1 -48; & Missing Bid No. BO 1 -45 Furnishing & Installation of Theatrical Lighting 145 B02-01 to B02-20 146 B02-21 to B02-35 147 B02-36 to B02-41 148 12002-03 Bid Specifications 149 B03-01 to B03-15 150 B03-16 to B03-27 151 B03-28 Furnish & Install Two Copiers REQUESTS FOR PROPOSALS (RFPs) 1152 1990-1996 RFPs 153 P93-001 to P95-002 154 1993-2000 RFP Specifications & Responses 155 P94-04 to P96-07 156 P95-02 RFP 157 jP95-004 Management of Urban Forest 158 1996-2000 RFPs 159 P97-01 Parking Citation Processing Services for Public Safety 160 P97-01 to P97-12 161 P97-07 to P98-05 j 162 P98-01 RFP 1163 P99-02 to P99-10 164 P99-12 RFP 165 POI -01 to P01-12 166 PO 1 -03 Redev. Agency Legal Counsel 167 PO 1 -04 Building-Secunity Svcs.; & PO I - 12 Classification & Compensation Study 168 2001-2003 RFP Specifications & Responses 169 2002-03 RFPs 170 P02-04 Design & Development Of Revised City Website 171 P03-03 RFP (Box #6); & 2001-02 (V - Z) Closed POs AGENDAS / CORR. / RFQS / MISC. DOCS 172 1976-77 LPOs 173 1977-1980 Purchasing Correspondence [MORE] Resolution No. 12-033 Page8 of8 ILIST F PURCHASING DOCUMENTS FOR DESTRUCTION (continued) 174 1978-1996 Purchasing Correspondence/Files/Docs 175 1980-1995 Log Books / Terins / Contracts 176 1984 Various Documents - Memos / Correspondence 177 December 1985 - June 1993 PO Log Book 178 1986-1989 Agendas; & 1992-93 Memos/Correspondence 179 IJuly 1987 - June 1993 Requisition Log Books 180 1988-1992 Inventory Reports 181 May 1988 - 1997 LPOs 182 1989 Stores Correspondence Files 183 Q90-01 to Q91-08 Request for Quotes (RFQs) 184 j 1990-91 Completed Service Requests/Data 185 IQ91-09 to Q92-23 RFQs 186 1992-93 Boise Correspondence 187 1993-2003 Correspondence 188 1993-1995 Boise Correspondence 189 1993-1996 Memos 190 jQ93-01 to Q94-07 RFQs 191 1994-95 LPOs 192 1995-2005 Purchasing Correspondence/Files/Docs 193 1995-1999 Jays Catering Correspondence File 194 1995-2003 Correspondence 195 Q95-01 to QOI-03 RFQs 196 1995 LPO Log Books 197 1995-96 Purchasing Flood Documents E.O.C. j198 1996 Boise Correspondence 1199 1996_2001 Agendas 200 1996-1999 Various Lease Documents 201 1997 Proofs 202 1997 Stores Files (Miscellaneous) 203 1997-2001 LPOs 204 j 1997-2001 Miscellaneous Documents 205 1999 Purchasing Y2K Compliance Correspondence 206 2000-2005 Purchasing Correspondence/Files/Docs 207 2001 Miscellaneous Files 208 2002-03 Agendas; 2002-2004 LPOs; & 2004 Payroll City of Carson Report to Mayor and City Council April 3, 2012 New Business Consent SUBJECT: CONSIDERATION OF ADOPTION OF RESOLUTION NO. 12-033 AUTHORIZING THE DESTRUCTION OF SPECIFIED CITY RECORDS I Sabftiitte�py Jac'quelyn Acosta _A��inistra'tive Services General Manager— I. SUMMARY Approved by David C. Biggs City Manager Consistent with the city's policy on records management, the Purchasing Division reviewed and analyzed its existing records and determined those with content that is no longer useful or needed. This item is requesting City Council authorization to destroy specified purchasing and related records in accordance with city procedures and California Code Section 34090 et seq. 11. RECOMMENDATION WAIVE further reading and ADOPT Resolution No. 12-033, "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARSON, CALIFORNIA, AUTHORIZING THE DESTRUCTION OF SPECIFIED CITY RECORDS. " Ill. ALTERNATIVES TAKE any other action the City Council deems appropriate. IV. BACKGROUND The Purchasing Division of the Administrative Services Work Group has 208 boxes containing records that are considered stale -dated information and no longer useful to the city. Additionally, the retention period for these records that are listed in Attachment A to Resolution No. 12-033 (Exhibit No. 1), has already lapsed and these records are deemed to be of no public, historical or legal value and should be destroyed. In accordance with Standard Management Procedure 3.33.1 - Records Destruction (Exhibit No. 2), the list of records have been reviewed and approved for destruction by the Chairperson of the Records Management Committee, the City Manager, and the City Attorney, as shown on Form No. 11113 - Records Destruction Authorization (Exhibit No. 3). V. FISCAL IMPACT None. City of Carson Report to Mayor and City Council April 3, 2012 V1. EXHIBITS 1. Resolution No. 12-033. (pgs. 3 - 9) 2. SMP 3.33.1 (pgs. 10 - 12) 3. Form No. 11113 - Records Destruction Authorization (pg. 13) Prepared by: Ruth Rodriguez, Acting Purchasing Manager RR:td TO:RevO3-08-12 hv- City Clerk City Treasurer Administrative Services Development Services Economic Development Public Services Action taken by City Council Date Action RESOLUTION NO. 12-033 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARSON, CALIFORNIA, AUTHORIZING THE DESTRUCTION OF SPECIFIED CITY RECORDS THE CITY COUNCIL OF THE CITY OF CARSON, CALIFORNIA, HEREBY RESOLVES AS FOLLOWS: WHEREAS, the city of Carson has stored a variety of files and documents that are no longer necessary for the operation of the city government; and WHEREAS, Section 34090 et seq. of the California Government Code provides a procedure whereby city records which are no longer required may be destroyed; and WHEREAS, the city of Carson Records Management Committee Chairperson has recommended, and the City Attorney has approved, the immediate destruction of the records listed on Attachment A to this Resolution. NOW, THEREFORE, the City Council of the city of Carson, California, does hereby resolve and authorize the destruction of the records listed on Attachment A to this resolution without further action by the City Council of the city of Carson. - PASSED, APPROVED, and ADOPTED this _ day of April, 2012. ATTEST: City Clerk Donesia L. Gause, CMC APPROVED AS TO FORM: City Attorney Mayor Jim Dear [MORE] EXHIBIT NO. 0 1 ATTACHMENT A Resolution No. 12-033 LIST OF PURCHASING DOCUMENTS FOR DESTRUCTION PURCH' SE,ORDE C10's"Al"',","'i Y, A COM e 1 1974-75 Closed/Completed POs 2 .1979-1984 Closed/Completed POs 3 1980-81 Closed POs; 1980-81 Agendas; & 1969-1976 Bids 4 1983-84 (A - F) 5 1985-86 (K - S) 6 1985-86 (S - Z) 7 June 1988 - Jan. 1996 Closed POs (Pinks) 8 1989 Closed/Completed POs 9 1989-90 (G - L) 10 1990 Jan. - Dec. Closed POs (Pinks) 11 1990 Closed/Completed POs; & 1997 - 2001 Audit Services 12 1990-91 (A - E) 13 1990-91 (F - N) 14 1990-9 1 (0 - Z) 15 1991 (A - K) 16 1991-92 (A - H) 17 1991-92 (1 - R) 18 1991-92 (S - Z) 19 1991 Jan. - Dec. Purchasing PO Copies 20 1992 Jan. - Dec. Purchasing POs Department Copies 21 1992-93 Closed/Completed POs 22 1992-93 (A - D) 23 1992-93 (M - S) 24 1992-93 (U - Z) 25 1993 Jan. - Dec. Closed POs (Pinks) 26 1993-94 (A - E) 27 1993-94 (F - P) 28 1993-94 (R. - Z) 29 1994 Jan. - July Closed PO (Pinks) 30 1994-95 (A - F) 31 1994-95 (S - Z) 32 1995-96 (A - C) 33 1995-96 (H) [MORE] Resolution No. 12-033 LIST�'.'OF,PUR,CH,A"SING':D'Oe,"E-,,,NT$,,F-,P','�DE :R ,'ST 12Tj" 34 1995-96 (1- 0) 35 1995-96 (T - Z) 36 1996-97 Closed/Completed POs (I of 2) 37 1996-97 Closed/Completed POs (2 of 2) 38 1996-97 (C - F) 39 1996-97 (M - P) 40 1996-97 (0 - Z) 41 1996-2002 Cancelled POs/Reqs. 42 1997-98 Warehouse PO Copies 43 1997-98 (A - C) 44 1997-98 (D - K) 45 1997-98 (L - R) 46 1997-98 (S - Z) 47 1998-99 (A - C) Box I of 6 48 1998-99 (C - E) Box 2 of 6 49 1998-99 (F - L) Box 3 of 6 50 1998-99 (L - P) Box 4 of 6 51 1998-99 (P - S) Box 5 of 6 52 1998-99 (S - Z) Box 6 of 6 53 1999 Various - Closed POs & Correspondence 54 1999-00 (A - B) 55 1999-00 (C - D) 56 1999-00 (E - J) 57 1999-00 (K - 0) 58 1999-00 (P - S) 59 1999-00 (S - Z) 60 2000-01 (A - B) 61 2000-01 ( C ) 62 2000-01 (D - F) 63 2000-01 (G - J) 64 2000-01 (K - M) 65 2000-01 (0 - R) 66 2000-01 (S) 67 2000-01 (T - Z) 68 2000-02 Closed/Completed POs 69 2001 (A - N) Subscription Pos 70 2001 (0 - Z) Subscription POs [MORE] Resolution No. 12-033 USTF'Of IVVRCHASING,DOCU,,,,MENTS� FOR DES �-T U-0) 71 2001-02 Closed/Completed POs 72 2001-02 (A - BTM) 73 2001-02 (D - GAL) 74 2001-02 (GLO - KNOTTS) 75 2001-02 (L - N) 76 2001-02 (NAT - Q) 77 2001-02 (R - SCA) 78 12001-02 (SMA - UT) 79 2002-03 (A - B) Box I of 2 80 2002-03 (A - B) Box 2 of 2 81 2002-03 (C - D) 82 2002-03 (E - H) 83 2002-03 (1 - L) 84 2002-03 (M - 0) 85 2002-03 (P - SO) 86 2002-03 (SP - SY) 87 2003-04 (A - B) 88 2003-04 (B - D) 89 2003-04 (D - H) 90 2003-04 (1 - M) 91 2003-04 (M - Q) 92 2003-04 (R - S) 93 2003-04 (S - Z) TERMS - Closed CancelledJ 94 1997-2001 Expired Ten -ns 95 1997-2003 Expired Terms 96 1999 (A - C) Expired Terms 97 1999 (D - M) Closed/Completed Terms 98 1999 (N - X) Expired Terins 99 2001-2003 Expired Terrns 100 12001-2003 Expired/Cancelled Terms 101 002-03 (A - L) Expired Terms 102 2002-03 (M - Z) Expired Tenns CONTRACTS - Closed Completed] Cancelled, 103 1989 - April 1991 (MC -S) Completed Contracts; & 1990-91 Cancelled Pos 104 19.90-1995 Closed/Completed Contracts (1 of 3) [MORE] 1105 11990-1995 Closed/Completed Contracts (2 of 3) 1106 11990-1995 Closed/Completed Contracts (3 of 3) 107 108 109 110 112 113 114 115 116 117 118 119 120 121 122 123 124 125 126 127 128 129 130 131 132 33 134 135 136 137 138 139 k 4-0 1983-1984 Bids B85-24 to B85-41 B87-36 to B87-50 B88-01 to B88-14 B88-15 to B88-35 B88-36 to B88-47 B89-01 to B89-20 B89-21 to B90-05 1990-1993 Bid Specifications B90-06 to B90-19 B90-34 to B91-14 B92-01 to B92-07 B92-08 to B92-19 B92-20 to B92-25 B92-26 to B92-30 B93-01 to B93-11 B93-12 to B93-21 1994-1998 Bid Specifications B94-02 to B94-13 B94-14 to B94-17 Bids; & P92-001 to P92-0061 RFPs B95-13 to B95-27 B96-01 to B96-16 B96-17 to B96-35 B96-36 to B96-41 B97-01 to B97-08 B97-09 to B97-20 B97-21 to B97-29 B98-01 to B98-17 B98-18 to B98-32 1999-2001 Bid Specifications B99-01 to B99-13 B99-14 to B99-29 BOO -01 to BOO -10 BOO- I I to BOO -3 2 [MORE] Resolution No. Resolution No. 12-033 LIST OF �PURCHASING DOCUMENTSTOR DEST�RV, CTf0-,'N,(c ff oft, ntied) 141 BOO -33 to BOO -46 142 Bid No. BOO -45 Offset Press/Platemaker; & Bids (BO 1 -0 1 to BO 1 -26) 143 BOO -47 to BOO -54 144 BO 1 -27 to BO 1 -48; & Missing Bid No. BO 1 -45 Fumishing & Installation of Theatrical Lighting 145 B02-01 to B02-20 146 B02-21 to B02-35 147 B02-36 to B02-41 148 2002-03 Bid Specifications 149 B03-01 to B03-15 150 B03-16 to B03-27 151 B03-28 Furnish & Install Two Copiers REQUEST TS FOW PROPOSAS 11tfts 152 1990-1996 RFPs 153 P93-001 to P95-002 154 1993-2000 RFP Specifications & Responses 155 P94-04 to P96-07 156 P95-02 RFP 157 P95-004 Management of Urban Forest 158 1996-2000 RFPs 159 P97-01 Parking Citation Processing Services for Public Safety 160 P97-01 to P97-12 161 P97-07 to P98-05 162 IP98-01 RFP 163 P99-02 to P99-10 164 P99-12 RFP 165 POI -01 to POI -12 166 PO 1 -03 Redev. Agency Legal Counsel 167 POI -04 Building Security Svcs.; & POI -12 Classification & Compensation Study 168 2001-2003 RFP Specifications & Responses 169 2002-03 RFPs 170 P02-04 Design & Development Of Revised City Website 171 IP03-03 RFP (Box #6); & 2001-02 (V - Z) Closed POs AGENDAS / CORR. / RFQS /,MISC. DOCS 172 1976-77 LPOs 173 1977-1980 Purchasing Correspondence [MORE] Resolution No. 12-033 LI'ST, NGJ)OCUMf��Vokl,-'*S "WN-,"O*ii�ued).' 174 11978-1996 Purchasing Correspondence/Files/Docs 175 1980-1995 Log Books / Terms / Contracts 176 1984 Various Documents - Memos / Correspondence 177 December 1985 - June 1993 PO Log Book 178 1. 986-1989 Agendas; & 1992-93 Memos/Correspondence 179 July 1987 - June 1993 Requisition Log Books 180 1988-1992 Inventory Reports 181 May 1988 - 1997 LPOs 182 1989 Stores Correspondence Files 183 Q90-01 to Q91-08 Request for Quotes (RFQs) 184 1990-91 Completed Service Requests/Data 185 Q91-09 to Q92-23 RFQs 186 1992-93 Boise Correspondence 187 1993-2003 Correspondence 188 1993-1995 Boise Correspondence 189 1993-1996 Memos 190 Q93-01 to Q94-07 RFQs 191 1994-95 LPOs 192 1995-2005 Purchasing Correspondence/Files/Docs 193 1995-1999 Jays Catering Correspondence File 194 1995-2003 Correspondence 195 Q95-01 to QOI-03 RFQs 196 1995 LPO Log Books 197 1995-96 Purchasing Flood Documents E.O.C. 198 1996 Boise Correspondence 199 1996-2001 Agendas 200 1996-1999 Various Lease Documents 201 1997 Proofs 202 1997 Stores Files (Miscellaneous) 203 1997-2001 LPOs 204 1997-2001 Miscellaneous Documents 205 1999 Purchasing Y2K Compliance Correspondence 206 2000-2005 Purchasing Correspondence/Files/Docs 207 2001 Miscellaneous Files 208 2002-03 Agendas; 2002-2004 LPOs; & 2004 Payroll CITY OF CARSON NUMBER. 3.33.1 ORIGINAL ISSUE EFFECTIVE 7/l/80 7/l/80 CURRENT ISSUE EFFECTIVE 7/l/80 7/1/80 SUPERSEDES NEW 1. PURPOSE AND SCOPE POLICY/PROCEDURE SUBJECT RECORDS DESTRUCTION CATEGORY III. FINANCE AND ADMINISTRATION ADMINISTRATIVE ORDER A. To establish the procedure and assign responsibilities for destruction.of City records. B. To assure that records destruction is properly reviewed, authorized and documented. III. GENERAL A. This administrative order is a supplement to Administrative Order 3.33, "Records Management - Authority and Responsi- bility." B. The responsibility for destruction of City records is assigned to the Department of Finance and Administration, which is also responsible for overall administration and coordination of the City records management program. C. The following original City records shall not be destroyed: 1. Records affecting title to real property. 2. Minutes, ordinances and resolutions of City Council or City Commissions. 3. Records less than two years old. D. City Attorney and City Council approval shall be secured prior to d-eastruction of any records which, have not been, or will not be, microfilmed. E. Final approval to carry out destruction of City records shall be by the City Administrator. F. Destruction of records shall be accomplished usi I ng the the following process: 1. Completion by the department and submittal to the Records Management Committee Chairman, of Form 11113, "Records Destruction Authorization." 2. Review and approval by the Records Management Committee. 1093 0577 EXHIBIT NO. 0 2 RECORDS DESTRUCTION 7/l/80 3.33,1 PAGE 2 OF 3 3. Approval by the City Attorney and City Council when required. 4. Final approval by the City Administrator. C Pri6r to destruction, the microfilming status of the records to be destroyed shall be determined by the Records Management Committee. III. PROCEDURE A. Department 1. Complete form 11113, "Records Destruction Authority," and submit it to the Records Management Committee. 2. Assure that any "legal" destruction date applicable to the records is verified and valid. 3. Attend the Records Management Committee meeting as convened by the Chairman. B. Records Management Committee 1. Review all requests for destruction of City -records as delineated on the "Records Destruction Authority" submitted by departments. 2. Assure that all information required on the form is complete and accurate including: a. Records Destruction Authority I.D. Number. e b. Description, period cov - red, boxes, batches, listings and fiscal year. c. .�Microfilming status. d. Method of destruction. e. City Attorney approval signature. f. Committee Chairman signature. g. City Administrator signature. 3. Secure City Council approval, when required, by Council agenda item action. City Attorney approval is required for all records to be destroyed without microfilming. 1074 1075 RECORDS DESTRUCTION 7/l/80 3.33.1 PAGE 3 OF 3 4. The signature of the Committee Chairman on the"Records Destruction Authority" constitutes final Committee action. 5. Review and confirm the microfilming status of the ,record. 6. Upon completion of the review and approval process, distribute the "Records Destruction Authority" form as follows: a. Retain the original for records center files. b. Copy to the Department. C. Copy to the City Attorney. 7. Assure that records authorized for destruction are in fact destroyed and that appropriate documentation is prepared and filed in records center files. C. Finance and Administration 1. Coordinate and supervise the destruction of records. 2. Maintain document files of form 11114, "Records Destruction Certificate," and Form 11113, "Records Destruction Authorization." 3. Administer and coordinate all aspects of records destruction activities. D. City Administrator Provide final review and approval signature on the .... Records Destruction Authorization." IV. EXCEPTIONS Exceptions to this administrative order shall be authorized by the City Administrator. V. AUTHORTTY By order of the City Administrator. E. FREDRICK BIEN CITY ADMINISTRATOR 1074 -107 5_ 2k 11113 0212 CITY OF CARSON Authorization RECORDS MANAGEMENT Numb, RECORDS DESTRUCTION AUTHORIZATION PART 1 — REQUEST FOR DESTRUCTION OF ORIGINAL RECORDS THE RECORDS DESCRIBED HEREINABOVE WERE REVIEWED BY THE COMMITTEE ON I _U, k 2 Date Work Group METHOD OF DESTRUCTION: Division 3/12/12 Administrative Services CERTIFICATE NO. Purchasing Form No. Name or Title of Record - 3�, ;/1 2 - DATE REMARKS Purchase Orders and Purchasing related documents PERIOD COVERED ID/SERIAL NOS. BOX OR BATCH AGE FROM DEC. 31 OF YEAR NUMBER(S) OF ORIGINATION From 1974 208 To 2004 JUSTIFICATION FOR DESTRUCTION F-1 Duplicates F-1 No public service value No historical value Obsolete FI No legal value Other MICROFILM STATUS Records have been microfilmed. Certificate No. Records require microfilming prior to destruction. Records to be destroyed without microfilming or reproduction APPROVED — GENERAL. MANAGER DATE -3t t Z4 1 z - PART 2 — RECORDS MANAGEMENT COMMITTEE THE RECORDS DESCRIBED HEREINABOVE WERE REVIEWED BY THE COMMITTEE ON I _U, k 2 Month Day Year E?f Destruction is approved. METHOD OF DESTRUCTION: El Destruction is not approved. F-1 City Attorney / City Council approval req I uired. CERTIFICATE NO. DATE Other - )&d �7 CITY MANAGER SIGNATURE - 3�, ;/1 2 - DATE REMARKS CHAIRMAN — RECPRDS MANAGEMENT COMMITTEE DATE CITY ATTORWY SIGNATURE DAfE PARf-3 - CITY MANAGER CITY ATTORNEY APPROVAL DESTRUCTION OF THE RECORDS CITED HEREIN IS APPROV�P. - )&d �7 CITY MANAGER SIGNATURE - 3�, ;/1 2 - DATE CITY ATTORWY SIGNATURE DAfE EXHIBIT NO. 0 3