CC Resolution 11148RESOLUTION NO. 11148
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL
AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS
WHEREAS, Government Code Section 34090 et seq. authorizes City Department Heads
to destroy certain records, documents, instruments, books or paper after the same are no
longer required and/or have been digitally imaged, stored on CD/DVD medium and
secured off-site in accordance with State law and the City of Campbell's Records Retention
Schedule and Document Imaging Administrative Policy and with the approval of the
legislative body by resolution and the written consent of the City Attorney; and
WHEREAS, the City Council proposes to grant such approval for the destruction of the
records, documents, instruments, books, or papers more particularly described in the
attached Exhibit, it having been determined by the respective Department Head that said
records are no longer required.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Campbell does
hereby authorize City Department Heads to destroy those certain records, documents,
instruments, books or paper under their charge as described in the attached Exhibit.
PASSED AND ADOPTED this 20th day of April 2010 by the following roll call vote:
AYES :Councilmembers: xotowski, Kennedy, Furtado, Baker, Low
NOES :Councilmembers: None
ABSENT: Councilmembers: None
APPROVED:
C%~`
Evan D. Low, Mayor
ATTEST:
Anne Bybee, City Clerk
CITY MANAGER
Bulletins (Legislative) - Prior to 7/1/2007
Budget Related Files -Prior to 7/1/2007
Capital Improvement Program -Working Files - Prior to 7/1/2007
City Newsletter (The Profile) - Prior to 7/1/2007
City Calendars - Prior to 7/1/2007
Civic Improvement Commission -Agenda Materials - Prior to 7/1/2007
Correspondence (Chron Files) - Prior to 7/1/2005
Position on Legislation - Prior to 7/1/2007
Social Service Sub-Grant Applications -Prior to 7/1 /2006
Special Projects -Prior to 7/1 /2007
Travel Records (Council & City Manager) - Prior to 7/1/2007
HUMAN RESOURCES
Correspondence files prior to April 2007
Temporary employee records -terminated (and not rehired) prior to April 2004
I-9's (3 years after date of hire or 1 year after termination)
Recruitments/Testing -Closed + 2 years
Destruction of volunteer records - (e.g. old applications, timesheets) - prior to 2004
CITY CLERK
Purchase Orders and Purchase Order Log for 2003-04
Blanket Purchase Order & Blanket Purchase Order Log for 2003-04
Business License copies for 1999-2000
Paid NSF letters - 2008
General Business License Correspondence for 2009
Claims Against City - 1998
2004 and 2005 State of California Accounts Receivable Documentation
2004 and 2005 Santa Clara County Accounts Receivable Documentation
2007 General Correspondence
2007 City Council Follow-up Correspondence
2007 Proclamations
1984-2007 Green Valley/Waste Management Receipts
City Council Agenda Packets (document imaged per Administrative Policy)
2009
01 /06/2009 Agenda packet
01/12/2009 Special meeting PC Interviews
01/20/2009 Agenda packet
02/03/2009 Agenda packet
02/17/2009 Agenda packet
02/23/2009 Study Session
03/03/2009 Agenda packet
03/23/2009 Agenda packet
04/07/2009 Agenda packet
04/21/2009 Agenda packet
05/04/2009 Study Session
05/05/2009 Agenda packet
05/19/2009 Agenda packet
06/02/2009 Agenda packet
06/16/2009 Agenda packet
07/07/2009 Agenda packet
07/21/2009 Agenda packet
08/04/2009 Agenda packet
08/04/2009 Agenda packet Special Meeting PC Interviews
09/01/2009 Agenda packet
09/15/2009 Agenda packet
10/06/2009 Agenda packet
10/20/2009 Agenda packet
11/03/2009 Agenda packet
11/17/2009 Agenda packet
12/01/2009 Agenda packet
FILES IMAGED BY THE COMMUNITY DEVELOPMENT DEPARTMENT
BETWEEN JULY 2008 THROUGH APRIL 2009
Scan Date(s)
Planning
July to September 2008
September to November 2008
November to December 2008
December 2008 to February 2009
February to March 2009
March 2009
March 2009
March to Apri12009
Apri12009
Apri12009
Location & Type of Document/File
Box 30 -Planning Project & General Files*
Box 31 -Planning Project & General Files*
Box 32 -Planning Project & General Files*
Box 33 -Planning Project & General Files
Box 34 -Planning Project & General Files*
Box 35 -Planning Project & General Files*
Box 36 -Planning Project & General Files*
Box 37 -Planning Project & General Files*
Box 38 -Planning Project & General Files*
Box 39 -Planning Project & General Files*
*Itemized list available for each of the above boxes of files
Finance Department Records Retention /Destruction
Record Title
Destruction Date
Accounts Payable Prior to 7/1/04
Warrant (Check) Register Prior to 7/1 /04
1099's Prior to 711 /04
Accounts Receivable:
Accounts Receivable Prior to 7/1/04
Billing Records Prior to 7/1/04
Business License Terminated Prior to 7/1/04
Deposits, Receipts Prior to 7/1!04
Invoices Prior to 7/1/04
Taxes Receivable Prior to 7/1 /04
VISA/Master Charge Reports Prior to 7/1/04
Journal Entries (Prior to 7/1/04
Account Statements (Bonds) Closed Prior to 7/1/00
Administration (Bonds) Closed Prior to 7/1/00
Bank Reconciliation Prior to 7/1/03
Bank Statements Prior to 7/1/03
Checks Prior to 7/1103
Budget Adjustments Prior to 7/1/04
Inventory -Fixed Assets Prior to 7/1/04
,Inventory -Surplus Property -Auction Prior to 7/1/04
'Inventory -Surplus Property -Disposal Prior to 7/1/04
Information Svstems:
Internet, World Wide Web Prior to 7/1 /07
Inventory, Information Systems Prior to 7/1/07
Network Information Systems (L,4Nn/vaN) Prior to 7/1/05
Program Files & Directories (Annual) Prior to 7/1/07
Work Orders Prior to 7/1/07
Payroll:
Adjustments Prior to 7!1/04
Deferred Compensation Terminated Prior to 7/1/04
Employee Time Sheets Prior to 7/1/00
Federal & State Tax Reports Prior to 7/1/04
PERS Employee Deduction Reports Terminated Prior to 7/1 /04
Salary Records Terminated Prior to 7/1/04
Warrant (Check) Register Prior to 7/1/04
Vendor Checks Prior to 7/1/04
Risk Management -Claims Against the City
Accident Reports -City Assets Closed Prior to 7/1 /02
Claims, Damage/Liability Closed Prior to 7/1/02
Incident Reports Closed Prior to 7/1/02
f/n: st/h/Excel/Finance Records Destruction
3/15/2010
Police Department
CITIZEN COMPLAINT AND INTERNAL INVESTIGATIONS
#04-01 through #04-10 filed between January 1S` and December 31St 2004
PURSUIT REPORT FILE DESTRUCTION
2007
2007-0058
2007-0941
2007-1285
2007-2701
2007-3046
2007-3563
2007-3564
2007-3716
2007-4875
2007-5047
FORMER EMPLOYEES PERSONNEL FILES
Personnel files of all former employees that that have been scanned and a back up file created
and stored off-site
POLICE REPORTS, IN-CAR VIDEO AND OTHER FILES TO BE PURGED
In-car video of non-evidentiary value over 1 year old
Applicant files and backgrounds of applicants that were not hired that are more than 2 years old
Massage applicants and establishments applications that have been inactive for more than 2
years
Ride-a-long applications that are more than 2 years old
Repo and private property tow sheets that are more than 2 years old
Pawn slips more than 2 years old
Traffic, parking and warning citations more than 2 years old that have been entered into RMS
Watch Commander Logs that are more than 2 years old
Warrant worksheets that are closed and are more than 2 years old
Dispatch tapes from 2008 and prior
Reports to be shredded once scanned and a back up file is created and stored off-site.
Police reports from year 2006 and earlier that have been scanned and a back up file has been
created and stored off-site
Background and employee files of former employees of the Police Department
RECREATION AND COMMUNITY SERVICES
Receipts for 2007
Financial records for 2007
Petty cash records for 2007
Visa/MC receipts from 2007
Check requests from 2007
PO/RVPO records from 2007
Personnel records for previous part-time employees - 2007
Facility permits for 2007
PUBLIC WORKS
Encroachment Permits (all have been document imaged)
1980-100 thru 1980-417
1981-102 thru 1981-413
1984-101 thru 1985-174
1988-151 thru 1988-285
1991-152 thru 1991-188
1992-100 thru 1992-232
1994-235 thru 1995-284