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HomeMy WebLinkAbout02-18-2015 Memo - Clerk - Ballot, Records Request, Correspondence, Public CommentMEMORANDUM 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 rc ords have been identified as eligible for destruction. We currently have the equivalent ofioxes of records that exceed these retention requirements. All boxes are in the vault at the City Clerk's Office where they are marked and arranged by date, then placed on 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 the boxed 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.. Please sign below i c ting your approval for �e de on f the to ed 1 ting of records. epa Head Attorney CERTIFICATE OF DESTRUCTION I, Anthony J, Mej a do hereby certify that the records listed on the attached were properly d snosed of on 82 9j/V +5 . Original: ty Cler�'c's Office Copy: Der.Ttment Attachments: 1. List of records to be destroyed 2. Relevant sections of the records retention schedule RECORD FOR DESTRUCTION FINANCE STORAGE ROOM TO BE DESTROYED MARCH 2015 DEPT /DIV CREATION YEAR RETENTION EXPIRES DESCRIPTION City Management 2011 2013 Public Comment Jan — Dec (2 folders) 2012 2013 Public Comment Jan — Dec (2 folders) Admin 2006 2008 Council Correspondence - Jan — Dec (2 folders) 2007 2009 Council Correspondence - Jan — Dec (3 folders) 2008 2010 Council Correspondence - Jan — Dec (5 folders) 2008 2010 Council Correspondence Sifu Harrison (4 folders) 2009 2011 Council Correspondence 2010 2012 Council Correspondence 2011 2013 Council Correspondence 2012 2014 Council Correspondence 2002 -2012 2014 Correspondence External 2012 2014 Correspondence External 2010 2012 Requests for Records Folders 1 -3 2009 2011 Public Records Requests 1990 2005 Public Records Requests/ Policies 2011 2013 Public Records Requests Folders A -E Election 2013 2013 1 Ballots (8 crates, 14 boxes) w a s I _G r04 N +X O r ` g_ !!!!!! aci O w uUrs� IU ig ani c w 2 't I-i U w (J � C71 w ' � � oII0 iCN !NI N N� C CO 4 CD 4LL' w. 2 �> IU o+ pOI !U U O�Oi c o Cam. m °1i: aci �£1 N a M (L M M O It 0, 1 0 Q 1] Q.� ilia U L) C2 C NI o t• Ig o U w vo ! °, m° rn m rnyrn ooi:�i n' w° 8' 0) rnirn $ °w �i � o ao 0 �o} ofe> o o � oio o:o r� o � !["3 U Ir��i "c.i M :.l��i�i l M M U C•) djP'] Cm A CP')'M A (�7 A U U U�U U rn IU;o U U U rn U U.0 U U rn U U U U UrU U IU Ulu ,U ON U C)IC) U U U U L7 C71.t] t'?i C7 N C7iN�C71v (7 'C C7'N v;(7 cm. 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"rn N LL 0! 52 N �w 2 wE U wU�C73` v �� U��`of m��f g� p=i' �atm3;nw H �eQ a O w 2 LL acijZl LL a�i't o aci' p° �I m U o O o,mO m wlL• -• -•- e LL QUUUU'C7aaa Om WUara O- m,UUUx zz U � w 0 O U,U�U;U U [7 L7 _I<n O - - -• " pw• - (OO' U ° p 0 O O N C4 cm I a v v A c H v a in c m E a� a w v r w m m v m 0 0 c 3 h O O c e a DU y a E U o U J U .s N a v r W _ OCH Oal�r ( -Ar :. �- +� Document Storage, Retrieval & Management Piofessioirals " ' O:q�ca� 2G b4 NAID CERTIFICATE OF DESTRUCTION ACCT #: COMPANY NAME: �� P ADDRESS: DATE : r TIME: p° 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: CONTAINER TYPE FILE BOX BANKER QUANTITY BO It I/' DESTROYED THE DOCUTEAM EMPLOYEE I lel , 105�000� 35 GAL. 64 GAL. LARGE CAB MED. CAB AUTHORIZED -' SIGNATURE sue` OTHER PRINTED NAME: 140 Hind Lane I San Luis Obispo I California 93401 1 Phone 805.544.0440 1 Fax 805.544.0858 1 www.thedocuteam.com