HomeMy WebLinkAbout07 SCANNING/STORAGE/DESTRUCTION OF RECORDS-COMM DEVTUSTIN ~
Agenda Item
Reviewed:
~''"~``~ '' AGENDA REPORT City Manager ~~~~
,,, ~~~~~~~1 Finance Director N A
6UIEOING OU0. FUlv0.E
HONORING OVA PAST
MEETING DATE: APRIL 20, 2010
TO: WILLIAM A. HUSTON, CITY MANAGER
FROM: COMMUNITY DEVELOPMENT DEPARTMENT
SUBJECT: ELECTRONIC SCANNING AND STORAGE OF RECORDS
COMMUNITY DEVELOPMENT DEPARTMENT
SUMMARY:
The Community Development Department has enlisted the services of ECS Imaging, Inc., a
professional digital scanning service, to digitally scan planning project files. Staff performed
quality control on the scanned files listed in Exhibit A and stored the files in the City's Laserfiche
archive. The Community Development Department requests permission to destroy the paper
copies of these files.
The Community Development Department also requests permission to destroy the records
listed in Exhibit A that are more than two (2) years old.
RECOMMENDATION:
Adopt Resolution No. 10-36, authorizing the scanning and electronic storage of project planning
files and the destruction of paper copies of the additional items listed on Exhibit A.
FISCAL IMPACT:
None
BACKGROUND:
The Community Development Department requests that consent be granted for the scanning
and electronic storage of files, records, and documents maintained in the Community
Development Department. Resolution No. 01-91 authorizes the destruction of City records,
documents, and papers upon the approval of the City Council and the written consent of the City
Attorney.
Elizabeth A. Binsack
Community Development Director
Attachment: City Council Resolution No. 10-36
S:\Cdd\CCREPORT12010\Records Destruction.doc
RESOLUTION NO. 10-36
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
TUSTIN, CALIFORNIA, AUTHORIZING THE
DESTRUCTION OF CITY RECORDS AND PAPERS IN
THE POSSESSION OF THE COMMUNITY
DEVELOPMENT DEPARTMENT OF THE CITY OF
TUSTIN, PURSUANT TO THE AUTHORITY GRANTED BY
THE CITY OF TUSTIN'S RECORDS RETENTION
SCHEDULE.
WHEREAS, the City of Tustin Records Retention Schedule adopted by the City
council by Resolution No. 01-91 on September 17, 2001, authorizes the destruction of
the City documents upon the approval of the legislative body of the City, and with the
written consent of the City Attorney, provided that said records are not included within
certain specified categories; and
WHEREAS, The Director of Community Development of the City of Tustin by this
Resolution seeks permission from the City Council to authorize documents to be
scanned and stored electronically; and
WHEREAS, the Community Development Department has selected ESC
Imaging, Inc., a professional digital service, to digitally scan planning project files; and
WHEREAS, the project paper files and all the contents therein listed in Exhibit A
have been scanned permanently into the City's Laserfiche archive and quality control
has been performed by Community Development Department staff; and
WHEREAS, all the records, documents, and papers hereinafter listed were
prepared on a date at least two years prior to the date of this resolution; and
WHEREAS, these documents are occupying space needed by the department;
and
WHEREAS, the City Attorney hereby gives written consent to the destruction of
the described documents listed in Exhibit A.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUSTIN,
CALIFORNIA, does hereby resolve as follows:
SECTION 1: That the following paper documents are no longer required by the
Tustin Community Development Department and should be destroyed in order to
conserve storage space.
SECTION 2: That the proper official of the Community Development Department
having custody of the described documents is hereby authorized to destroy said
documents in a lawful manner, as scheduled.
EXHIBIT A
Records Authorized for Electronic Scanning and Storage. Paper files
to be destroyed.
2003 Conditional Use Permits
2003 Design Reviews
2004 Conditional Use Permits
2004 Design Reviews
2005 Conditional Use Permits
2005 Design Reviews
TPM/FPM 2005-175
TPM/FPM 2005-240
2006 Conditional Use Permits
2006 Design Reviews
Minor Adjustment 06-001
Sign Code Exception 06-002
Items To Be Destroyed That Are More Than Two Years Old:
Dates Description of Records
1988 - 1990 Consultant files as follows:
Austin-Foust, Inc.
Hall-Kimbrell
Katz Hollis
KHR Associates
LSA Associates
Markel Cement
RW. Beck & Assoc.
1992 - 93 GPS Consultant File
1997 - 99 Melad and Associates Consultant Files
1998 - 2000 Rita Westfield Corres ondence
1998 - 2007 Tele hone Lo Books
2002 - 2007 Planning Commission Packets (beginning after March 25,
2002, when di ital scannin be an
2003 - 2007 Public Notices
Administrative files as follows:
1986 Council Elections
Corridor Fee Program
Red Hill Center Panke
Resolution No. 10-36
SECTION 3: That upon destruction of the aforementioned and described
documents, a certificate of destruction shall be executed as to the documents destroyed
and the original certificate of destruction filed in the Office of the City Clerk,
PASSED AND ADOPTED at a regular meeting of the City Council of the City of
Tustin held on the 20th day of April, 2010.
JERRY AMANTE
Mayor
ATTEST:
PAMELA STOKER
City Clerk
STATE OF CALIFORNIA )
COUNTY OF ORANGE )
CITY OF TUSTIN )
I, Pamela Stoker, City Clerk and ex-officio Clerk of the City Council of the City of Tustin,
California, do hereby certify that the whole number of the members of the City Council
of the City of Tustin is five; that the above and foregoing Resolution No. 10-36 was duly
passed and adopted at a regular meeting of the Tustin City council, held on the 20th
day of April, 2010, by the following vote:
COUNCILMEMBER AYES:
COUNCILMEMBER NOES:
COUNCILMEMBER ABSTAINED:
COUNCILMEMBER ABSENT:
PAMELA STOKER
City Clerk
APPROVE:
CONSENT:
Patricia Estrella Date Doug Holland
City Clerk Services Supervisor City Attorney
RECORDS DESTROYED BY:
Date
Elizabeth A. Binsack Date
Community Development Director