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Resolution Number 07-12-18-02' RESOLUTION NO. 07-12-18- 02 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN JUAN CAPISTRANO, CALIFORNIA, ADOPTING AN AMENDED RECORDS RETENTION SCHEDULE AND RESCINDING RESOLUTION NO. 05-09-06-04 WHEREAS, keeping of numerous records is not necessary after a certain period of time for the effective and efficient operation of the City of San Juan Capistrano and related agencies; and, WHEREAS, records retention schedules provide an effective means of determining records to be retained and those to be destroyed through an orderly process in compliance with legal and administrative requirements; and WHEREAS, Section 34090, et. seq. of the California Government Code provides procedures whereby city and related agency records, which have served their useful purpose and are no longer required, may be destroyed. And, the destruction of said records will not interfere with the services and functions of the city or related agencies. ' NOW, THEREFORE, BE IT RESOLVED Section 1: The Records Retention Schedule as set forth in Exhibit "A" is adopted. Section 2: Duplicates of records, which are no longer required, are hereby authorized to be destroyed. Section 3: Reference material and records created by other governmental agencies or private organizations, are not subject to retention and may be destroyed when no longer useful, except where noted otherwise in the Records Retention Schedule. Section 3: Destruction of Records: Records created by the City of San Juan Capistrano and related agencies, with the exception of digital records, shall be destroyed by burning, shredding, or other effective method of destruction, as ordered by the City Clerk. Destruction of paper records shall be completed by a company qualified to destroy records and the destruction shall be certified by that company. Destruction of digital records may be accomplished by re -using and over -writing digital media by authorized.city staff. Section 4: Authorization of Destruction of Records: Records created by the City of San Juan Capistrano are authorized to be destroyed as provided by California Government ' Code Section 34090, et. seq. and the adopted Records Retention Schedule, upon written request of the Department Director to the City Clerk and with the written consent of the City Attorney, without further action by the City Council. 12-18-2007 Section 5: Any records not listed on the adopted records retention schedule may be retained in accordance with the current edition of the Secretary Of State "Local Government Records Management Guidelines," available through the Office of the California Secretary of State, Archives and Museum Division/Records Management. Section 6: Resolution No. 05-09-06-04 is hereby rescinded. PASSED, APPROVED, AND ADO STATE OF CALIFORNIA ) COUNTY OF ORANGE ) ss. CITY OF SAN JUAN CAPISTRANO ) MAYOR 2007. I, MARGARET R. MONAHAN, appointed City Clerk of the City of San Juan Capistrano, do hereby certify that the foregoing Resolution No. 07-12-04-02 was duly adopted bythe City Council of the City of San Juan Capistrano at a Regular meeting thereof, held the 18`h day of December 2007, by the following vote: AYES: COUNCIL MEMBERS: Hribar, Uso and Mayor Soto NOES: (INA MEMBER: None ABSENT: OU CIL MEMBER: Allevato, Nielsen 12-18-2007 � 3 )k) ow E [7)s_�� !iwCLU) <(Dww� /$/$i 0 (2 0 0LUa. m <<<< 0 EXHIBIT \ k ) d ) z ) z/ z / § 3 / § o e o« o 0 0« c Q o« * N k \\ b% b a d E§ § � - - \ E - k\16 k ) ) 3 / \ -\ /}) ( // \ Ek \L , § 0L §e a\ \ \\ \ \ )\ /� }\/ \\ \ _ = I L { / a a 2 4«a o- § ) § 3 � \ k� { \ $! 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