HomeMy WebLinkAbout15 RECORDS DESTRUCTIONAgenda Item 15
~ • Reviewed:
AGENDA REP R Finance director N,A
MEETING DATE: DECEMBER 7, 2010
TO: HONORABLE MAYOR AND COUNCIL MEMBERS
VIA: DAVID C. BIGGS, CITY MANAGER
FROM: COMMUNITY DEVELOPMENT DEPARTMENT
SUBJECT: RECORDS DESTRUCTION
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. 10-113, authorizing the scanning and electronic storage of project planning
files and the destruction of paper copies listed on Exhibit A.
FISCAL IMPACT
No Fiscal Impact
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
Approved for Forwarding By:
Davi C. Biggs, City Manager
Attachment: City Council Resolution No. 10-113
RESOLUTION NO. 10-113
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.
Resolution No. 10-113
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 7th day of December, 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. 10-113 was
duly passed and adopted at a regular meeting of the Tustin City council, held on the 7th
day of December, 2010, by the following vote:
COUNCILMEMBER AYES:
COUNCILMEMBER NOES:
COUNCILMEMBER ABSTAINED:
COUNCILMEMBER ABSENT:
PAMELA STOKER
City Clerk
EXHIBIT A
Records Authorized for Electronic Scanning and Storage. Paper files
to be destroyed.
Planning Division case files as follows:
1999 Conditional Use Permits
1999 Design Review Permits
2000 Conditional Use Permits
2000 Design Review Permits
2001 Conditional Use Permits
2001 Design Review Permits
2002 Conditional Use Permits
2002 Design Review Permits
2007 Conditional Use Permits
2007 Design Review Permits
Concept Plan 06-001
Sign Code Exception 06-002
Sign Code Exception 07-001
Sign Code Exception 07-002
TPM 2007-234
Tract 17026
APPROVE:
"1 _ ~~--
/. 2 , /U
atricia Es Date
City Clerk Services Supervisor
RECORDS DESTROYED BY:
CONE ~~
Doug olland ate
City Attorney
Elizabeth A. Binsack Date
Community Development Director