HomeMy WebLinkAboutRes 94-91 and 94-92 Retention Schedule - City Clerk INTEROFFICE MEMORANDUM
City of Palm Desert
TO: HONORABLE MAYOR AND CITY COUNCIL
FROM: SHEILA R. GILLIGAN, CITY CLERK/P.I.O.
DATE: AUGUST 25, 1994
SUBJECT: RETENTION SCHEDULE AND DESTRUCTION OF CITY CLERK
FILES THAT HAVE BEEN MICROFILMED
RECOMMENDATION:
1) Waive further reading and adopt Resolution No. 94= 91 , approving the Records Transfer
and Retention Schedule for the City Clerk's Office;
2) Waive further reading and adopt Resolution NO. 94'92 , setting forth its findings and
authorizing the destruction of files from the City Clerk's Office that have been
microfilmed.
DISCUSSION:
Over the last several years, the City Clerk's Office has been purging official records and having
them microfilmed. We had delayed asking permission for destruction of the original documents
pending determination of whether or not the microfilm could be transferred to optical disk; it
can, and we have budgeted money in the 1994/95 budget for the purchase of necessary
equipment to accomplish this.
With this issue resolved, we are ready to move forward with the destruction of these records.
While the schedule attached to the first resolution is specifically designed for those documents
held in the Records Center, it will be made available to all departments as the time frames will
apply. The second resolution for which we seek approval is the authorization for us to destroy
in excess of 35 boxes of official documents. Each and every page is retained on microfilm.
The approval of these request and subsequent destruction of records will free up 50% of the
space in the Reco Center, space that is very much needed.
CITY COUNCIL ACTION:
APPROVED L" DENIED
RECEIVED OTHER
, HEILA R. GIL IGAN, CI CLERK
DIE STING DP.'3 (��7�C LL,AYES. �. c� 1� c�,,, ,ti‘..t 14Ct.,� .&C''
NOES: a
R ED AND CONCUR: ABSENT: y(\C\N„
ABSTAIN: _ crIC.)
VERIiIED BY: Ac\q
BRUCE A. ALTMAN, CITY MANAGERCriginal on File with City Clerk's Office