R-6115
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CA:SSS:LBC:bl
Counc~l Meeting 10/28/80 Santa Monica, Cal~forn~a
RESOLUTION NO. 6115
(City Council Ser~es)
A RESOLUTION OF THE CITY COUNCIL OF SANTA
MONICA AUTHORIZING THE DESTRUCTION OF
UNNECESSARY DUPLICATE RECORDS BY THE VARIOUS
DEPARTMENTS OF THE CITY OF SANTA MONICA
WHEREAS, the various Departments of the C1ty of Santa
Monica have the present need to conserve storage; and
vlliEREAS, 1t is normally unnecessary for duplicate
records to be retained when the or1ginal records are ava11able
for C1ty use and public access, iE appropriate; and
WHEREAS, Government Code Section 34090.7 authorizes
the legislative body to prescr1be a proced~re under Wh1Ch tiupl1cates
of City records less than f1ve years old may be destroyed if they
are no l-on.ger needed, _
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THE CITY COUNCIL OF THE CITY OF SANTA MONICA HBREBY
RESOLVES AS FOLLOWS:
SECTION 1. The heads of.tDe various Departnents of the
government of Santa Moni~a are au~orized to order the destruct10n
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of duplicate records retained by the1r respect~ve Departments 1f
1) the originals are available for official use and/or ~ubllc access;
and 2) the duplicate records are deemed no longer to be needed;
provlded that duplicate records less than two years old shall not
be destroyed unless the approval of the City Attorney has first
been obtaLned.
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SECTION 2. NotwIthstanding the provisions of Section 1~ duplicate
records more than five years old may be destroyed upon the determIn-
ation of the Department Head that such records are no longer needed
even If the origInals of said records have prevIously been destroyed
In accordance with the approprIate procedure. Duplicate records less
than five years old~ the originals of which are no longer available,
shall not be destroyed except under procedures applIcable to the des-
truction of original records.
SECTION 3. No duplicate records shall be destroyed pursuant to
this resolution unless prior notice 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 Society records pendIng
destruction as described herein, except those deemed to be confidential
In the opInion of the City Attorney of said City.
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 FORM:
~. c: Y-.
~1leV1~~cwe~l_
Acting Crty Attorney
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ADOPTED AND APPROVED THIS
29th
DAY
OF October
, 1980.
~A1r~
( l~' Mfjo~
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I HEREBY CERTIFY THAT THE FOREGOING RESOLUTIONJ
nO. 6115 I WAS DULY ADOPTED BY THE CITY COUNCIL OF THE
CITY OF SANTA MONICA AT A REGULAR MEETING THEREOF HELD ON
October 29, 1980 I 1980 BY THE FOLLOWING COUNCIL VOTE:
AYES:
COUNcrLMEMBERS: Councilmembers Yannatta Goldway,
Jennlngs, Reed, Rhoden and
Mayor Bambrlck
NOES:
COUNCILMEMBERS: None
ABSENT:
COUNCILMEMBERSj Councilmember Scott
ABSTAIU:
COUNCfLMEMBERS: None
ATTEST:
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C1 TV CLERK
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