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HomeMy WebLinkAbout02-18-2015 Memo - Clerk - Advisory Body MaterialMEMORANDUM DATE 02/18/2015 TO: Michael Codron, Assistant City Manager J. Christine Dietrick, City Attorney FROM: Anthony J. Mejia, City Cler SUBJECT: REQUEST FOR RECORDS DESTRUCTION On April 24, 2001, the City Council adopted Resolution No. 9174 establishing a Records Retention Policy and Schedule. In accordance with that policy and schedule, certain records have been identified as eligible for destruction. A listing of those records and relevant sections from the records retention schedule are attached. We currently have the equivalent of 1 box of records that exceed these retention requirements. The box is in the vault at the City Clerk's Office where it is marked and labeled by date and department. It has been placed onto an inventory spreadsheet. This inventory is then visually verified and additions noted before making this annual request. The method of destruction will be by shredding and recycling contents of the eligible files. We anticipate using Docuteam. Once permission is received, we will schedule Docuteam to come to the City Clerk's Office to shred the approved documents. Pleas below icating your approval for U ep t Head of records. CERTIFICATE OF DESTRUCTION I, Antho y Mejq, do hereby certify that the records listed on the attached were properly disposed of ar ri IL 105 Original: City leak's Office Copy: Depart Went Attachments: 1. List of records to be destroyed 2. Relevant sections of the records retention schedule RECORD FOR DESTRUCTION CITY CLERK'S FILES TO BE DESTROYED MARCH 2015 DEPT /DIV CREATION YEAR RETENTION EXPIRES DESCRIPTION Commissions, Committees, Boards 2008 2010 AB Recruitment 2009 2011 AB Recruitment 2010 2012 AB Recruitment 2011 2013 AB Recruitment 2008 2010 Unscheduled Vacancies 2009 2011 Unscheduled Vacancies 2002 2007 AB Roster 2002 2007 AB Roster City Advisory Bodies 2006 2011 Quarterly Luncheons 2007 2012 Quarterly Luncheons 2008 2013 Quarterly Luncheons 2009 2014 Quarterly Luncheons 2005 2010 AB Training DVD 2006 2011 AB Training 2007 2012 AB Training (2 folders) 2008 2013 AB Recognition Event 2009 2014 AB Recognition Event 2010 2015 AB Recognition Event N Ne Of Q W Q' m f6 w T E (U O 0 U U 0 ma© �zu q v;,-1 n �-- 0 2 to Z W1 p ca IL W, W TWO O CL C) W al Z J LDiiQ a;'i0 �! Z' 2 ~AU Wt a w 7 p L w C Cn N C W C E °� £ o , E E U m W w tea. 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W OW n Q a u (n m E w N n. = §I 10 mlq_� m �LJ°O DE, c� d C c Z o g nk' m y p.� �'� v = � J w 7 V/ 0 J aco Cl m Z N n Z EI N z .w an d cY wim g.UIU Iu U #� AIL ''c.C7 $ c m N =. 4 iL EL m; 0 p� Y d' yyLL m m, a w Q N C L -- '_' j Q/ C 'N J ui' A U ODD Y QI b'i �N O' Q' 01 H m E Qf Ck C E C7 «I } T cY = F-1 w n. F= ID QI C V O°w� Z c t i Z Q c' m Z U c x' m U w1� o ��w > mf Q ¢im'1c`°i UI_'c ° ��� v c c� x: E a�aO,��� v of m c� LL w�t9 m v� �i, U a a' � Ln ft! 1 d �� Idl ,� ¢ Q:a � m'!U 0 0 v c O v O a cam O O O v v N v 0 ON Teaft, �q, Document Storage, Retrieval & Management horessiunals �� — ' NAID CERTIFICATE OF DESTRUCTION ACCT #: COMPANY NAME ADDRESS: DATE : TIME: The DocuTeam is a member of the National Association For Information Destruction (NAID), and follows the guidelines and policies established by NAID. This Certificate of Destruction certifies the complete destruction and recycle of all materials. NOTES: I CONTAINER TYPE FILE BOX BANKER 35 GAL. 64 GAL. LARGE CAB MED. CAB MAG.MEDIA OTHER BOX QUANTITY DESTROYED THE DOCUTEAM AUTHORIZED EMPLOYEE t SIGNATURE PRINTED NAME: 140 Hind Lane I San Luis Obispo I California 93401 I Phone 805.544.0440 I Fax 805.544.0858 1 www.thedocuteam.com