HomeMy WebLinkAboutRes 2016-19 Destruction of Records - City Clrk - 1991-1998RESOLUTION NO. 2016- 19
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 OFFICE OF THE CITY
CLERK, TO RELY ON THE ELECTRONIC RECORD AS THE OFFICIAL
RECORD — RECORDS FROM 1991 TO 1998 (EXHIBIT "A").
WHEREAS, the Office of the City Clerk 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 office; 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. That the paper files dated 1991 through 1998 containing General
Elections, Form 730, EIR Report, and Claims Against the City have exceeded their
retention period.
RESOLUTION NO. 2016- 19
PASSED, APPROVED, AND ADOPTED at a regular meeting of the Palm Desert
City Council held on this 11th day of February 2016, by the following vote, to wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
ROBERT A. SPIEGEL, MAYOR
ATTEST:
RACHELLE D. KLASSEN, CITY CLERK
CITY OF PALM DESERT, CALIFORNIA
Form RS-1/2016
Resolution No. 2016-19
EXHIBIT "A"
Destruction of Files from the Office of the City Clerk
Retention File No
No.
CC-016 40-009
CC-024
40-011
CC-024
40-013
CC-024
40-014
CC-024
40-017
CC-024
40-016
CC-012
30-002
CC-012
30-002
CC-004
38-12140
PL-010
63-002
Paper Files Dated 1991-1998
Description
Form 730, Statement of Economic Interest, Committees,
1993
November 1992 Election
1995 General Election
1996 Election
1998 General Election
44`' Congressional District, 1998
Fox, Kathleen Litigation
COPD V. Juan Armenta/Mary Lloyd English
Geotechnical Engineering Services Relating to C12140
Altamira - EIR Technical Appendices Volume 1 - 1991