HomeMy WebLinkAbout04B Res 2021-36 - Destruction of Records - Public Art DeptForm RS-1/2019
\\srv -everyone\everyone\Staff Reports - Shared 2\Staff Reports 06-24-2021\4 -City Clerk - 06-24-2021\04B Res 2021-36 Destruction of Files 2 Public Art\02 Permanent destruction of digital files RS-1.docx Thursday, June 17, 2021
RESOLUTION NO. 2021-36
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
PALM DESERT, CALIFORNIA, SETTING FORTH ITS FINDINGS AND
AUTHORIZING THE DESTRUCTION OF PAPER RECORDS THAT HAVE
BEEN DIGITALLY IMAGED FROM THE DEPARTMENT OF PUBLIC
ART, TO RELY ON THE ELECTRONIC RECORD AS THE OFFICIAL
RECORD.
WHEREAS, the Department of Public Art of the City of Palm Desert, California,
has imaged, in compliance with applicable state laws, official files, records, exhibits,
permits, and other documents of said department; and
WHEREAS, the images have been quality checked, and contain all significant
details from the original and are an adequate substitute for the original document for all
purposes for which the document was created or maintained; and
WHEREAS, indexing has been verified/quality checked; and
WHEREAS, the images have been placed on optical media that cannot be altered
or changed (DVD-r, CD-R, or WORM), microfilm or microfiche; and
WHEREAS, the optical media that cannot be altered or changed (DVD-r, CD-R, or
WORM), microfilm or microfiche, has been stored in a safe and separate location.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Palm Desert, California, as follows:
Section 1. That the above recitations are true and correct and constitute the
findings of the City Council in this matter.
Section 2. That it does hereby approve the destruction of the paper version
of the documents, records or files as set forth in Exhibit “A,” attached hereto, to rely on
the images as the “Official Record” and will be retained for the applicable retention period.
Section 3. Orders from community to place engraving on tiles in the Rose
Garden Community Walk (Exhibit “A”).
RESOLUTION NO. 2021-36
PASSED, APPROVED, AND ADOPTED at a regular meeting of the Palm Desert
City Council held on this 24th day of June 2021 , by the following vote , to wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
M. GLORIA SANCHEZ, ACTING CITY CLERK
CITY OF PALM DESERT , CALIFORNIA
KATHLEEN KELLY , MAYOR
C ITY CO UNCIL!CTION
A PPROVE D-~':£."--___ DENTED _____ _
RECEIVED ______ OTHER _____ _
~;~~!1t~r~f ;!:.~,J,J~N,M;;;i,.,/l 11t61%1i1 $e 11~
oEs: None.-
A BSENT: NOY"'le,
A BSTA IN: ---1.N~O~Y"\~e,,~--,--,.-,,---------
VE R IFIED BY: )v\8J S /SYS
Origina l o n Fi le w ith City Clerk's Office
Form RS -1/2021
\\srv-everyone\everyone\Staff Reports -Shared 2\Staff Reports 06 -24-2021\4 -City Clerk -06-24-2021\048 Res 2021 -36 Destruction of Files 2 Public Art\02 Permanent destruction of
digital files RS-1 .docx Thursday , June 17, 2021
EXHIBIT “A”
DESTRUCTION OF FILES FROM THE DEPARTMENT OF PUBLIC ART
DOCUMENTS HAVE BEEN DIGITALLY IMAGED TO RELY ON THE
ELECTRONIC RECORD AS THE OFFICIAL RECORD
RETENTION NO. DESCRIPTION
CW -055 Rose Garden Community Walk Tile Orders 1996
through 1998
RESOLUTION NO. 2021-36