Report to Mayor and City Council
Tuesday, January 22, 2019
Consent
SUBJECT:
Title
CONSIDERATION OF ADOPTION OF RESOLUTION NO 19-021 AUTHORIZING THE DESTRUCTION OF SPECIFIED CITY RECORDS (CITY COUNCIL)
Body
I. SUMMARY
Consistent with the City’s policy on records management, the Accounting Division of the Finance Department reviewed and analyzed its existing records and determined there are some records that are no longer useful or needed. This item is requesting City Council authorization to destroy specified accounting records in accordance with City procedures and California Government Code section 34090 et seq.
II. RECOMMENDATION
Recommendation
WAIVE further reading and ADOPT Resolution No. 19-021, “A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARSON, CALIFORNIA, AUTHORIZING THE DESTRUCTION OF SPECIFIED RECORDS”
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III. ALTERNATIVES
TAKE any other action that the City Council deems appropriate.
IV. BACKGROUND
The Accounting Division has 95 boxes containing materials that are considered stale-dated information and no longer useful to the City. Additionally, the retention period for these records from June 30, 2011 or before, which are listed on file with the Accounting Division, has already lapsed and these materials 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 11113 - Records Destruction Authorization (Exhibit No. 3).
V. FISCAL IMPACT
None.
VI. EXHIBITS
1. Resolution 19-021. (pgs. 3-11)
2. SMP 3.33.1. (pgs. 12-14)
3. Form No. 11113 - Records Destruction Authorization. (pg. 15)
Prepared by: Daniel Zepeda, Sr. Accountant