HomeMy WebLinkAbout05 RECORDS DESTRUCTION - COMMUNITY DEVELOPMENT♦'tl` O
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AGENDA
KEPORT
MEETING DATE: OCTOBER 1, 2013
TO: JEFFREY C. PARKER, CITY MANAGER
FROM: COMMUNITY DEVELOPMENT DEPARTMENT
Agenda Item s
Reviewed:
City Manager Jrv-.)
Finance Director N/A
SUBJECT: ELECTRONIC SCANNING AND STORAGE OF RECORDS FOR THE
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. 13 -81, authorizing the scanning and electronic storage of project planning
files and the destruction of paper copies as listed on Exhibit A.
FISCAL IMPACT:
None
CORRELATION TO THE STRATEGIC PLAN:
The electronic retention of records supports Goal E (Organizational Excellence and Customer
Service) of the City's Strategic Plan through: creating and implementing a City -wide information
technology plan to prioritize technology investments; and, through ensuring that technology
serves the purposes of customer service, staff efficiency, financial accountability, and excellent
service delivery.
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.
/r L
Elizabeth A. Binsack
Community Development Director
Attachment: City Council Resolution No. 13 -81
RESOLUTION NO. 13 -81
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 ECS
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. 13 -81
Page 2
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 15t day of October, 2013.
ELWYN A. MURRAY
Mayor
ATTEST:
JEFFREY C. PARKER
City Clerk
STATE OF CALIFORNIA )
COUNTY OF ORANGE )
CITY OF TUSTIN )
I, Jeffrey C. Parker, 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. 13 -81
was duly passed and adopted at a regular meeting of the Tustin City council, held on
the 1st day of October, by the following vote:
COUNCILMEMBER AYES:
COUNCILMEMBER NOES:
COUNCILMEMBER ABSTAINED:
COUNCILMEMBER ABSENT:
JEFFREY C. PARKER
City Clerk
EXHIBIT A
Records Authorized for Electronic Scanning and Storage. Paper files
to be destroyed.
2009 -2010 Conditional Use Permits
2009 -2010 Design Reviews
Concept Plan 09 -001
Minor Adjustment 09 -001
Sign Code Amendment 10 -001
Subdivisions 10 -001 & 002
Subdivision 10 -003 and Tentative Tract Map 17144
Subdivision 10 -004 and Final Map 17404
Specific Plan Amendment 10 -001
Code Amendments 10 -001 - 003
Tentative Tract Map 17342
Conditional Use Permit 08 -018
2005 -2011 Community Development Department Correspondence
Annexation No. 92 -94, 96 -110, 112, 115 -122, 124, 127, 129 -135,
137 -142, 144 -155, 158, & Clarissa Lane
APPROVE:
CONSENT:
Erica Rabe Date David Kendic
City Clerk Services Supervisor City Attorney
RECORDS DESTROYED BY:
Elizabeth A. Binsack Date
Community Development Director
Date