SR-6-L (63)
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Councll Meetlng 10/28/80
Santa Monlca, Callfornla
OCT 2 8 1980
STAFF REPORT
TO:
Hayor and Cl ty CounCl_l
FRO~'1 :
Clty Attorney
SUBJECT:
Destructlon of Unnecessary Dupllcate
Departmenr Records
INTRODUCTION
ThlS report transmlts =or approval a resolutlon
authorlzlng the destructlon of dU911cate Department records
no longer deened to be necessary.
BACKGRODi\JD
The Department of Recreatlon and Par~s has recently
requested adVlce from thlS offlce concernlng the destruct~on of
speclfled Department records lncludlng, lnter alla, dupllcate
records, the orlglnals of whlcn are otherWlse avallable for Clty
use and publlC access.
Whlle orlglnal records can be destroyed, If at all,
only wlth the specl=lc approval of the Clty Councll and the Clty
Attorney (Government Code Sectlon 34090), Governnent Code Section
34090.7 (attached) provldes that the Clty Councll may prescrlbe
a general procedure for the destructlon of dupllcate records Jess
than flve years old; no authorlzatlon appears to be requlred for
the destructlon of du?llcate records more than flve years old.
Accordlngly, 11) Vlew of the =act that r.1any of tL-c Departments l~
the Clty may be ln the sa~e posltlon as Recreatlon and Parks In
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wlshlng to conserve storage space by destroYlng records WhlCh
need no longer be retalned, the 9roposed resolutlon prescrlbes
a general procedure pursuant to Sectlon 34090.7 for the
destruction of dupllcate records.
DISCUSSION
Beetlon 1 prov~des that dupllcate records may be
destroyed by order of the Department Head If the orlg~nal records
are otherwlse avallable and the dupllcate records are no longer
needed.
As an added precautlon agalnst the pre~ature destructlon
of dupllcate records, the ap?roval of the Clty Attorney lS
requlred wlth respect to records less than two years old.
Sectlon 2 prov~des tnat dupllcates more than ~lve years
old may be destroyed by order of the Department Head even where
the orlglnal records are no longer avallaole.
Slnce such orlglnal
records would not nor~ally have been destroyed wlthout the prlor
approval of the Clty CounCll and the Clty Attorney, lt lS DresuQed
that the dupllcates need not be retalned for a longer perlod.
Agaln, as an addltlonal safeguard agalnst the lll-adVlse~
destructlon of relatlvely recent records, where the or1g1nal
records are no longer ava1lable, dupllcate records less than flve
years old should not be destroyed except ln accordance wlth the
approprlate procedure for the destructlon of orlglnals.
Sectlon 3 prov~des '~""'d-:: notlce shall be glven to t:le
Clty Clerk prlor to the destructlon of any dupllcate recor~s
~ursuant to thlS resolutlO~.
':;: ~1.L S 1 S lrl ten ceO. to perml t trle
Clerk's offlce ~o coordlnate ~~!1.e ~")hyslcal des :':::~lctlon of sUC1<
du?llcate ~ecords.
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RECO!-ir-iENDATION
It 1S respectfully recomMended that Counc1l adopt thlS
resolut1on author1z1ng destructlon of unnecessary dupllcate
Department records.
Prepared by: Stephen Shane Stark, Actlng C.lty Attorney
Lyn Beckett CaCclatore, Deputy Clty Attorney
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Sa.:1~a ~lonlca I -:al~.::orn~a
2ESOLC'I'IO~ :-JO.
61L,
(Clty Cou~cll Serles)
A. R:CSOLlJTION OF THE CITY COUNCIL OF SANTA
~10~ICA AUTHORIZI~G TEE DESTRUCTImJ OF
;~:':;E::::::SSSA?Y Dr..J'PLICAI'= ].L;CORDS 3Y THE VA~IOUS
==:?';'~?:-=I::::":-=-S -J~ :'fIE ,:ITY O? S...:;..:-~-:;'~ (101.JICi-;'
~.-.i;-l=R:::;"_S 1 t:ie 'va~lO~..1S De9ar~ue!"":.ts Qf the
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MO~lca have t~e ?resent ~eed to conserve storage; ana
!~2ERE:_;S r It lS normally unnecessary {or dupllca~e
~ecorcs to be re~alned w~en the orlglnal records are avallable
for Clty use and ?ubllC access, If ap9ro9rlate; and
~fH~R~AS, Governmen~ COGe Sectlon 34090.7 authorlzes
t!1e legls latl 'Ie boo." to prescrlbe a ::?rocedure under ~Nh1.ch. (~,-:;?::"::..r:3::'2S
of c~ t~... r2:ccr:j.s
less than flve years ol~ may oe destrovea
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are no longer ::1.eeded,
THE CITY COUNCI:' OF THI: Clry OF SANTA aONICA ET:T-tE3Y
RESOLVES AS FOLLOWS:
SEC'I'ION 1.
~he ~eads oE t~e varlOUS Deoartnents 0: tne
governIT.e~,- 02 Santa ~onlca are a~t~orlzea to order tne destructlon
of duplLca~e records retalned by thelr respectlve ~epartQents
1) t~e orlglnals are avallable for offlClal use and/or publlC access;
and 2) the dupllcate records are deemed no longer to be needed;
?rovlded tnat dupllcate records less than two years old shall not
be destroyed unless the anproval of t~e Clty Attorney has flrst
been obtalned.
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SECTIO~ 2. NatwIthstand:ng the ~rQV~SlOn5 of SectIon 1, duplIcate
records more than five years Oiu ~av be destroyed upon the deterffiIn-
atlan of the Department Head that such records are no longer needed
even If the orIgInals of said recoras have prevIously been destroyed
in accordance WIth the approprIate nrocedure. Duplicate records less
than five years old, the origlna:s of w~lch are no longer available,
shall not be destroyed exce?: ~~ce~ D~OCeQJres applIcable to the des-
tructlon of origInal records.
SECTION 3. ~o duplIcate records shall be destroyed pursuant to
this resolutIon unless prIor notlce is given to the OffIce of the CIty
Clerk of the records intended to be destroyed.
SECTION 4. The CIty Clerk IS authorIzed to allow examInatIon by
and donatIon to the Santa MonIca HIstorIcal SocIetv records pendIng
destructIon as described herelTIt except those deemed to be confidentIal
in the opInion of the CIty _-\t torne;-' of said Ci t,~.
SECTION 5. The CIty Clerk shall certIfy to the adoption of thIS
resolution, and thenceforth and thereafter the same shall be In full
force and effect.
APPROVED AS TO FO~~'
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Acting City Attorney
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ADOPTED AND APPROVED THIS
29th
DAY
OF October
, 1980.
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~lA YOR
I HEREBY CERTIFY THAT THE FOREGOING RESOLUTIONJ
i'la I 6115, WAS DULY ADOPTED BY THE CITY COUNCIL OF THE
CITY OF SANTA MONICA AT A REGULAR MEETING THEREOF HELD ON
October 29, 1980 , 1980 BY THE FOLLOWING COUNCIL VOTE:
AYES:
COUNCILMEMBERS: CouncI1members Yannatta GOldway,
JennIngs, Reed, Rhoden and
Mayor Bal'l.brlCk
NOES~
COUNCILMEMBERS: None
ABSH!T:
COUNCILMEMBERS; Counc11member Scott
ABSTAIU:
COUNC ILMEMBERS: None
ATTEST:
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CITY CLERK
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S 34090. i. DestructIOn of duplicate cit) records less than five years
old
N~otwlthstand1ng the provlSlons of Se::rion 34090. the legislative body
0. a CIl) m:1) prescnbe a procedure under \\-hICh duplIcates of Clty
records less than five years old may be destroyed if they are no longer
reqUired
Addd 5tats 1963 ch 249 S I
CollareraJ Referez:lces
D' JUT 2d Recorc5 ard Recordmg La""s ~ 9
McKmney's Cal DIg Records ~ 4:5
66 Am Jur 2d Recores and Recording La~s ~ ~O
S7 Ops All} Gcn 30i (abscrce of requLrMlC"t AS to 1:.0'" lon~ ong:.:u1 ell)' docwnerlU be Upl befol'1: they
arc mlcropl>olDgrapbc<1 ar.d destroyed. pro"~ed I~: ;oplCi arc ~c and preserved as pr~nbed by
5la:Ule-. rCCj.ulrcmml thaI tIIc:chanrca! reaG~ be ~~I?"":C to pubI1c (or 1T1Icrotilm and Dtlcro/ichc ItentS,
rumlShng reG~eslcd l;.Q?'CS of recor.;!s and C:oc:~~u. propnety of mwn& adalllGna! nucropholo-
&r3ph or lI:ucrofilm copy from the ong'w co.:::~t=ll or from lmCfopboto;raph lhc:n:ol)