HomeMy WebLinkAbout08. Destruction of Obsolete Records
AGENDA MEMO
DATE:
February 23, 2010
TO:
Mayor and Members of the City Council
FROM:
Kathleen L. Midstokke, City Clerk
SUBJECT:RESOLUTION AUTHORIZING DESTRUCTION OF CERTAIN
OBSOLETE RECORDS OF THE BUILDING DEPARTMENT
RECOMMENDATION:
That the City Council adopt the attached Resolution entitled:
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DOWNEY,
APPROVING THE DESTRUCTION OF CERTAIN OBSOLETE
RECORDS OF THE BUILDING DEPARTMENT.
DISCUSSION:
The attached Resolution authorizes the destruction of obsolete paper building permit
records. It has been prepared pursuant to Government Code Section 34090.
As indicated on Exhibit “A” attached, the City Clerk has certified and the City Attorney has
concurred that these records are no longer required by the City and their destruction is in
compliance with established retention requirements. Exhibit “B” identifies and lists the
records that are eligible for destruction.
With the City’s recent purchase and implementation of LaserFiche software, each of the
paper building permit record files have been scanned into a digital image that can not be
altered. The most current standards for scanning electronic records have been followed.
Each and every image has been compared to the original record for completeness,
accuracy and quality. These digital images will now replace the original records.
FINANCIAL IMPACT
:
The adoption of this Resolution will eliminate the cost of storing and maintaining these
obsolete records.
CITY OF DOWNEY, CALIFORNIA
RESOLUTION NO. 10-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DOWNEY,
APPROVING THE DESTRUCTION OF CERTAIN OBSOLETE RECORDS OF
THE BUILDING DEPARTMENT.
WHEREAS
, the City Clerk has certified that the records listed are no longer required by
the City and are eligible for destruction pursuant to Section 34090 of the California Government
Code as indicated on “Destruction of Original Public Records” attached hereto as Exhibit “A”
and the City Attorney has concurred in this certification; and
WHEREAS,
the Building Department records listed on Exhibit “B” attached hereto have
been scanned into a digital image that can not be altered. The most current standards for
scanning electronic records have been followed. Each and every image has been compared to
the original record for completeness, accuracy and quality. These digital images will now
replace the original records; and
WHEREAS
, the City Clerk has requested and authorized certain obsolete Building
Department records listed on Exhibit “B” to be destroyed and the City Attorney has concurred in
this authorization.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF DOWNEY DOES
HEREBY RESOLVE AS FOLLOWS:
SECTION 1
. As authorized by California Government Code Section 34090, the City
Council hereby authorizes and approves the destruction of the obsolete Building Department
records as listed on Exhibit “B” attached hereto.
SECTION 2
. The City Clerk shall certify to the adoption of this Resolution.
APPROVED AND ADOPTED
this 23rd day of February, 2010.
______
ANNE M. BAYER, Mayor
ATTEST
:
_________
KATHLEEN L. MIDSTOKKE, City Clerk
I HEREBY CERTIFY
that the foregoing Resolution was adopted by the City Council of
the City of Downey at a regular meeting held on the 23rd day of February, 2010, by the
following vote, to wit:
AYES
: Council Members:
NOES
: Council Member:
ABSENT
: Council Member:
ABSTAIN
: Council Member:
KATHLEEN L. MIDSTOKKE, City Clerk
RESOLUTION NO. 10- EXHIBIT A
PAGE TWO
DESTRUCTION OF ORIGINAL PUBLIC RECORDS
I hereby certify that:
the records listed below do not affect the title to real property or liens thereon, are not court
records, are not, to my knowledge to be kept further by a statute, are not the minutes,
ordinances or resolutions of the legislative body of the City or of any City Board or Commission,
and are no longer required by the City. I request authority to destroy same pursuant to Section
34090 of the Government Code of California.
SEE ATTACHED EXHIBIT “B”
________________
Department Head Department Date
I have reviewed the above-described records for historical value and for compliance with the
established retention requirements, and I consent to their destruction.
_____________________
City Clerk Date
I consent to the destruction of the above-described records.
_________________________
City Attorney Date
I certify that the destruction of the above-described records was approved by the City Council of
the City of Downey, California; by Resolution No. 10- at the regular meeting of the City
Council held in Downey, California, on the day of , 2010, and that by
said Resolution, the Department Head or his/her designee was authorized to destroy the
records.
City of Downey _____________________________
City Clerk State of California Date
I hereby certify that, pursuant to the foregoing authority, the above-described records were
destroyed on .
_
Name Title
________________________
Date Signed
RESOLUTION NO. 10- EXHIBIT B
PAGE THREE
AUTHORIZATION TO DESTROY ORIGINAL PUBLIC RECORDS
I hereby consent to the destruction of the records listed below:
_________________________
Department Head City Attorney
Box No. Contents & Inclusive Dates
1 – 46 inclusive BUILDING PERMIT FILES – (replaced by digital images)
Street range: Adco Avenue through Dalewood Avenue;
Date range: May 2008 to present