HomeMy WebLinkAbout14-032 - Resolutions RESOLUTION NO. 14-032
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
RANCHO CUCAMONGA, CALIFORNIA, AUTHORIZING THE
DESTRUCTION OF CITY RECORDS WHICH ARE NO LONGER
REQUIRED AS SET FORTH IN CALIFORNIA GOVERNMENT
CODE SECTION 34090 AND OTHER APPLICABLE LEGAL
REFERENCES
WHEREAS, it has been determined that certain City records have been retained in
compliance with all applicable Federal, State and local statutes; and
WHEREAS,said City records have met their useful life and are no longer required for public
or private purposes:
WHEREAS,destruction of said records is necessary to reduce storage costs, increase staff
productivity, and maintain conformance with the City's Records Management Policy; and
WHEREAS, said records as listed in Exhibit "A" attached hereto have been approved for
destruction by the City Attorney;
NOW, THEREFORE, the City Council of the City of Rancho Cucamonga does hereby
resolve as follows:
SECTION 1: That approval and authorization is hereby given to destroy those
records described as Exhibit "A" attached hereto and made a part
hereof.
SECTION 2: That the City Clerk shall certify to the adoption of this resolution, and
thenceforth and thereafter the same shall be in full force and effect.
Resolution No. 14-032 —Page 1 of 40
PASSED, APPROVED, AND ADOPTED this 1 gch day of February 2014.
AYES: Alexander, Michael, Steinorth, Williams
NOES: None
ABSENT: Spagnolo
ABSTAINED: None
enn s Michael, Mayor
ATTEST:
012A (P.x-) /,,. dA--
ice C. Reynolds, City Jerk
C/ I, JANICE C. REYNOLDS, CITY CLERK of the City of Rancho Cucamonga,
California, do hereby certify that the foregoing Resolution was duly passed, approved and adopted
by the City Council of the City of Rancho Cucamonga, California, at a Regular Meeting of said City
Council held on the 1 gth day of February 2014.
Executed this 20th day of February 2014, at Rancho Cucamonga, California.
2 d
f_Ja 'ce C. Reynolds, Cify Clerk
Resolution No. 14-032 — Page 2 of 40
EXHIBIT 'A'
Records Destruction Authorizations for the following
Departments / Divisions
Personnel
Building and Safety
Finance
Fire
Administrative Services
Information Systems
Business Licensing
Engineering (Administration)
City Manager
Community Services
R.C.C.F.
Code Enforcement
Engineering (Traffic)
Fire Safety
City Clerk
Facilities MaintenanceNard
Special Districts
G.I.S.
Emergency Preparedness
Library
Purchasing
Planning
Resolution No. 14-032 —Page 3 of 40
CITY OF RANCHO CUCAMONGA
_ Approval and Authorization
To Destroy Paper Records and/or Documents
(To be processed with the December 2013 semi-annual destruction. Sign,date and return to the Records Division by
December 16,2013. Do not destroy listed records until notified by the Record's Coordinator that approval was granted.)
Department: Personnel (4124) Requestor: Jenifer Phillips
I have inspected the following records/documents and recommend/request that they be destroyed. These
records have not been stored in the City's Records Center and, as such, are not listed in the City's
Automated Records Management System (Advantage);therefore, destruction is requested outside the
scope of the annual Advantage generated destruction process.
Description of Records/Documents(Include Beginning and Ending(Inclusive)Dates of
Record Title Code from Records Retention Records/Documents(Mo/Yr)
Schedule when applicable)
5020.5—Salary& Classification Surveys All that became inactive prior to January,2012
5030.3 —Job Descriptions All that were superseded prior to January,2012
Department Approval:
Sign toe
�1� 1
Date
Destroyed by:
Signature
Date
Resolution No. 14-032 —Page 4 of 40
Notification Number Destruction Notification Report 11/25/2013 08:14:25
373 City of Rancho Cucamonga (RC) Page i
Records Management Division (TMP)
PERSONNEL(4124)
Bill to Name: (4124)�n r?hillips
Records Coordinator. Mail Code: Phone: (909)477-2700 ext: 2411
Ve following records are due for destruction on 12/31/2013. Place your Initials next to EACH box you authorize to be
- then sign and date the bottom of EACH page. If you want a:box held for an additional 6 months, provide a memo
'ustifying the hold. Return the entire list to the Records Division by 12/16/2013.
Destroy Permanent Record Title Record Title Name
Dates On Destroy Date
(X) oda Box Number Code (Box Contents) Begining Ending Hold? 12/31/2013 Location Space#
Shred 4855 5010.2 Individual Personnel Folders 01/01/2008 12/31/2008 12/31/2013 08-01-02 3
Box Contents: Personnel Folders
Box Contents: Debra Adams-Amber French
hred 4856 5010.2 Individual Personnel Folders 01/01/2008 12/31/2008 12/31/2013 08-03-01 2
o Box Contents: Inactive Personnel Folders
0 Box Contents: Cynthia Magana -Aaron Zellmer
Dhred 4877 5010.2 Individual Personnel Folders 01/01/2008 12/31/2008 12/31/2013 13-01-01 4
Z Box Contents: Personnel Folders
Box Contents: A- F
A
W = Excluded
N Total Eligible Boxes to be destroyed = 3
I Eligible Boxes on Hold - 0
N
Elgibile Boxes Checked Out = 0
Eligible Boxes Removed = 0
N
Cn Total Available Boxes to be destroyed = 3
O
A,
O
Date
MrowlCITY OF RANCHO CUCAMONGA
Approval and Authorization
To Destroy PaperRecords and/or Documents
the December 2013 semi-annual destruction. Sign,date and return to the Records Division by
December 16,2013. Do not destroy listed records until notified by the Record's Coordinator that approval was granted.)
Department: Building&Safery (4373) Requester: Valerie Zuniga
1 have inspected the following records/documents and recommend/request that they be destroyed. These records
have not been stored in the City's Records Center and,as such,are not listed in the City's Automated Records
Management System (Advantage);therefore,destruction is requested outside the scope of the annual Advantage
con uter- enerated destruction process.
Description of Records/Documents(Include Beginning and Ending(Inclusive)Dates of Records/
Record Title Code from Records Retention Documents (Mo/Yr)
Schedule when applicable)
3020.3—Utilities Release Log Calendar year 2011
3020.4—Inspection Statistical Summaries Calendar year 2003
3030,.1 —Applications for Temporary Utilities Calendar year 2011
3030.3—Complaints&Inspection Requests All that became inactive or were resolved in 2011
3030.4—Applications for Plan Duplication Calendar year 2011
3030.5—Misc. Applications Calendar year 2011
8021.1—Plan Ck/Bldg Permit Expiration or Exten- Calendar year 2010
cion letters(Recheck Letters)
8040.4—Soil,Percolation&Hydrology studies All thru calendar year 2011(after scanning)
8040.5—Grading Certifications All thm calendar year 2011(after scanning)
8040.6—Calculations,supporting documents All thm calendar year 2011(after scanning)
8050.1 —Code Violation Correspondence All that became inactive or were resolved in 2010.
8050.2—Code Modification Forms All thru calendar year 2011(after scanning)
8050.3—General Correspondence Calendar year 2011
8050.4—Structure Abatement Notices All that became inactive or were resolved in 2010
8070.3—Bldg.Inspection Reports&Files All that became inactive in 2010
8070.4—Daily Inspection Records Calendar year 2011
Department Approval
Signature
Date
Destroyed by:
Signature
Date
Resolution No. 14-032 — Page 6 of 40
Notification Number Destruction Notification Report 11/25/2013 08:19:26
378 City of Rancho Cucamonga (RC) Page 1
Records Management Division (TMP)
BUILDING &SAFETY DIV (4373)
Bili to Name: (4373)VO) fi Ztlili9cr.
Rer.
Re Coordinator. Mail Code: Phone: (909)477-2700 ext: 4227
he following records are due for destruction on 12/31/2013. Place your initials next to EACH box you authorize to be
destroyed;then sign and date.the bottom of EACH page. If.you want a box held for an additional 6 months,provide a memo
ustifying.the hold.. Return the entire list to the Records Division by 12/16/2013.
Destroy Permanent Record Title Record Title Name Dates On Destroy Date
(X)Code Box Number Code (Box Contents) Begining Ending Hold? 12/31/2013 Location Space*
Scan/Recyc 4900 8040.6 Calculations, Supporting Docs 01/01/2006 12/31/2011 12/31/2013 0
Box Contents: Building and Safety
Box Contents: Calculations
lJ Box Contents: two boxes and loose riles
Q)
rn
0 Folders within the above box
^C^ Alt.Folder#1 Beginning Date: 01/01/2006 Ending Date: 12/31/2011 Record Title Name:Calculations,Supporting Docs
� Alt.Folder Number: BPR2007-00022-Calcs Description:
Z
O Alt.Folder#2 Beginning Date:01/01/2006 Ending Date: 12/31/2011 Record Title Name:Calculations,Supporting Docs
Alt: Folder Number: PM72007-04190 Description:
'A
O Alt. Folder#3 Beginning Date:01/01/2006 Ending Date: 12/31/2011 Record Title Name:Calculations,Supporting Docs
ca Alt. Folder Number: PMT2007-05010 -8822 Etiwanda Cales. Description:
N
l Alt.Folder 474 Beginning Date:01/01/2006 Ending Date: 12/31/2011 Record Title Name:Calculations,Supporting Docs
W Alt. Folder Number: PMT2009-00005 Description: -
u]
LD Alt. Folder#S Beginning Date: 01/01/2006 Ending Date: 12/31/2011 Record Title Name:Calculations,Supporting Docs
Alt. Folder Number: PM1`2006-02644 Description:
O
A Alt.Folder#6 Beginning Date:01/01/2006 Ending Date: 12/31/2011 Record Title Name:Calculations,Supporting Docs
Alt. Folder Number: PMT2006-00038 Description:
Oscan/Recyc 4896 8020.1 Construction Permits 06/01/2011 07/31/2011 07/31/2013 13-01-01 3
Box Contents: Final Building Permits
Box Contents: June-July 2011
Box Contents: SCANNED BY DEE 2/2013
i lagli �
Date
Notification Number Destruction Notification Report 11/25/2013 08:19:26
378 City of Rancho Cucamonga (RC) Page 2
Records Management Division (TMP)
BUILDING &SAFETY DIV (4373)
Bill to Name: (4373) Vajerl 2 Z A i 5�'
Records Coordinator: Linds-Comnlgy J Mai,Code: Phone: (909)477-2700 ext:4227
rfollowing records are due for destruction on 12/31/2013. Plate your initials next to EACH box you authorize to be
e
stroyed,then sign and data the bottom of EACH page. If you want a box held for an additional.6 months, provide a memo
tifying the'hold. Return the entire list to the Records Division by 12/16/2033.
Destroy Permanent, Record Title Record Title Name Dates On Destroy Date
(X)Code Box Number Code (Box Contents) Begining Ending Hold? 12/31/2013 Location Space$!
QScan/Recyc 4937 8020.1 Construction Permits 07/01/2011 08/31/2011 08/31/2013 0
Box Contents: Finaled Bldg. Permlts
;0 Box Contents: )uly through August 2011
N
m
0 QScan/Recyc 4938 8020.1 Construction Permits 07/01/2011 08/31/2011 08/31/2013 0
Box Contents: Snaled Bldg. Permits
0 Box Contents: August, 2011 -October,2011
Z QScan/Recyc 4999 8020.1 Construction Permits 01/01/2007 09/30/2011 09/30/2013 13-01-01 6
Box Contents: Expired Permits
A Box Contents: Scanned by Dee 10/12
LJ
PI) QScan/Recyc 4998 8020.1 Construction Permits 09/01/2011 10/31/2011 10/31/2013 12-02-04 4
1 Box Contents: Building Permits
w
Box Contents: Scanned
m
0 QScan/Recyc 4996 8020.1 Construction Permits 10/01/2011 11/30/2011 11/30/2013 0
00 Box Contents: Building Pernits
O
A []Scan/Recyc 4997 8020.1 Construction Permits 10/01/2011 11/30/2011 11/30/2013 0
0
Box Contents: Bullding Permits
QScan/Recyc 5165 8020.1 Construction Permits 01/01/2009 12/31/2011 12/31/2013 0
Box Contents: ExpiredPermits
Total Eligible Boxes to be destroyed = 9
Eligible Boxes on Hold = 0
Elgibile Boxes Checked Out = 0
Eligible Boxes Removed = 0
Total Available Boxes to be destroyed = 9
1la&14
Date
CITY OF RANCHO CUCAMONGA
_ Approval and Authorization
To Destroy Paper Records and/or Documents
(Tobe processed with the December 2013 semi-annual destruction. Sign,date and return to the Records Division by
December 16,2013 Do not destroy listed records until notified by the Record's Coordinator that approval was granted.)
Department: Finance (4151) Requestor TamaraLavn
I have inspected the following records/documents and recommend/request that they be destroyed. These
records have not been stored in the City's Records Center, and, as such, are not listed in the City's
Automated Records Management System (Advantage);therefore, destruction is requested outside the
scope of the winual Advantage computer-generated destruction process.
Description of Records/Documents (Include Beginning and Ending(Inclusive)Dates of
Record Title Code from Records Retention Records/Documents (Mo/Yr)
Schedule when applicable)
4011.6—Master Chart of Accounts All that have been superseded prior to 1/1/2012
Department Approval:
Signature ,
/hh 001H
Date
Destroyed by:
Signature
Date
Resolution No. 14-032 —Page 9 of 40
Notification Number Destruction Notification Report 11/25/2013 08:16:26
375 City of Rancho Cucamonga (RC) Page i
Records Management Division (TMP)
FINANCE (4151)
Bill to Name: (4151)
Records Coordinator: LAYNE,TAMARA Mall Code: Phone: (909)477-2700 ext: 2430
F
following recordsare due for destruction on 12/31/2013. Place your initials next to EACH box you authorize to be
royed,then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memofying the hold. Return the entire list to the Records Division by 12/16/2013.
Destroy Permanent Record Title Record Title Name Dates On Destroy Date
(X)Code Box Number Code (Box Contents) Begining Ending Hold? 12/31/2013 Location Space#
/Phred 4167 4013.3 1099 Forms 01/01/1996 ' 12/31/2001 12/31/2013 08-02-09 1
/Phred
Contents: 1099's for 1996-2001
shred 4713 4010.1 Accounts Payable 11/01/2006 12/31/2006 12/31/2013 04-02-04 6
N �i� Box Contents: Purchasing Card Statements
N
hred 4016 4020.3 Daily Cash Receipts/ Revenue Ries 06/01/2004 07/31/2004 07/31/2013 12-03-01 1
Box Contents: Daily Cash Receipts
0
D
Z
rQShred 4028 4020.3 Daily Cash Receipts/ Revenue Files 07/01/2004 07/31/2004 07/31/2013 15-01-02 6
VT Box Contents: Daily Cash Receipts
o / hred 4014 4020.3 Daily Cash Receipts/ Revenue Ries 07/01/2004 08/31/2004 08/31/2013 15-01-01 4
w ��T Box Contents: Daily Cash Receipts .
N ,�},,,
y+-yl5hred 4026 4020.3 Dally Cash Receipts/ Revenue Files 08/01/2004 08/31/2004 08/31/2013 12-01-04 4
d Box Contents: Daily Cash Receipts
CD
(D
I) �shred 4025 4020.3 Daily Cash Receipts/ Revenue Files 09/01/2004 09/30/2004 09/30/2013 12-01-04 6
O /-" Box Contents: Daily Cash Receipts
0
o hred 4032 4020.3 Daily Cash Receipts/ Revenue Files 08/01/2004 09/30/2004 09/30/2013 12-01-02 6
`T Box Contents: Daily Cash Receipts
Shred 4035 4020.3 Daily Cash Receipts/ Revenue Files 09/01/2004 10/21/2004 10/21/2013 12-01-01 4
Box Contents: Daily Cash Receipts
OqlShred 4024 4020.3 Daily Cash Receipts/ Revenue Files 10/01/2004 10/31/2004 10/31/2013 15-01-01 5
Box Contents: Daily Cash Receipts
Date
Notification Number Destruction Notification Report 11/25/2013 08:16:26
375 City of Rancho Cucamonga (RC) Page 2
Records Management Division (TMP)
FINANCE (4151)
Bill to Name: (4151)
Records Coordinator:LAYNE,TAMARA Mail Code: Phone: (909)477-2700 ext: 2430
he following,records are due for destruction on 12/31/2013. Place your initials next to EACH.box you authorize to be
destroyed;then sign and date the bottom of EACH page. If you want box held for an additional 6 months, provide a memo
'ustifying the hold. Return the entire list to the Records Division by 12/16/2013.
Destroy Permanent Record Title Record Title Name Dates On Destroy Date
(��fi}fffX)Code Box Number Code (Box Contents) Begining Ending Hold? 12/31/2013 Location Space#
iry{Ishred 4023 4020.3 Daily Cash Receipts/ Revenue Files 11/01/2004 11/30/2004 11/30/2013 15-01-01 2
�T
Box Contents: Daily Cash Receipts
Iiyl�hred 4034 4020.3 Daily Cash Receipts/ Revenue Files 10/01/2004 11/30/2004 11/30/2013 12-01-03 6
N V�� Box Contents: Daily Cash Receipts
0 PIS r715hred 4027 4020.3 Daily Cash Receipts/ Revenue Files 12/01/2004 12/31/2004 12/31/2013 12-01-02 4
0 PTT Box Contents: Daily Cash Receipts
.0
OT shred 4019 4012.8 Journal Voucher 02/01/2004 07/31/2004 07/31/2013 16-02-02 4
_
Box Contents: Adjusting Journal Entries
A
O )]Shred 4020 4012.8 Journal Voucher 07/01/2004 12/31/2004 12/31/2013 05-01-01 1
N �T Box Contents: Adjusting Journal Entries - ..
v �Yi.IShred 4822 4040.2 Payroll Register 04/01/2008 07/31/2008 07/31/2013 08-01-03 3
m �'"'TT'' Box Contents: Payroll Reports
hred 4795 4040.2 Payroll Register 07/01/2008 10/31/2008 10/31/2013 01-01-02 4
0 Box Contents: City Payroll Reports
W>J6hred 4825 4040.2 Payroll Register 04/01/2008 11/30/2008 11/30/2013 08-02-04 1
Box Contents: Payroll Reports
Shred 4814 4040.9 Time Cards 06/01/2008 07/31/2008 07/31/2013 02-02-04 3
Box Contents: Payroll Timecards
�a�
Notification Number Destruction Notification Report 11/25/2013 08:16:26
375 City of Rancho Cucamonga (RC) Page 3
Records Management Division (TMP)
FINANCE (4151)
Bill to Name: (4151)
Records Coordinator: LAYNE,TAMARA Mail Code: Phone: 909)477-2700 ext: 2430
M
ing records are due for destruction on 12/31/2013. Place your initials next to EACH box you authorize to be
,then sign and date-the bottom of EACH page. If you want a box held"for an additional 6 months, provide a memo
the hold. Return the entire list to the Records Division by 12/16/2013.
Destroy Permanent Record Title 'Record Title Name Dates On Destroy Date
(X)Code Box Number Code (Box Contents) Begining Ending Hold? 12/31/2013 Location Space#
hred 4797 4040.9 Time Cards 07/01/2008 08/30/2008 08/30/2013 01-01-02 1
! Box Contents: City Payroll Timecards
A hred 4793 4040.9 Time Cards 08/01/2008 09/30/2008 09/30/2013 01-01-01 6
cD Box Contents: City Payroll Timecards
N
O
�» N§hred 4806 4040.9 Time Cards 10/01/2008 11/30/2008 11/30/2013 01-01-04 1
O Box Contents: Payroll Timecards
Z fthred 4794 4040.9 Time Cards 11/01/2008 12/31/2008 12/31/2013 01-01-01 3
Box Contents: City Payroll Timecards
6 05Shred 4442 4041.0 W-2' s 01/01/1999 12/31/2003 12/31/2013 08-03-05 2
N Box Contents: W-2's 1999 thru 2003
I
d
CD Total Eligible Boxes to be destroyed = 24
N Eligible.Boxes on Hold = 0
o Elgibile Boxes CheckedOut = 0
o Eligible.Boxes Removed = 0
Total Available Boxes.to be destroyed = 24
Date
CITY OF RANCHO CUCAMONGA—Fire Board
_ Approval and Authorization
To Destroy Paper Records and/or Documents
(To be processed with the December 2013 semi-annual destruction. Sign,date and return to the Records Division by
December 16,2013. Do not destroy listed records until notified by the Record's Coordinator that approval was granted.)
Department: Fire (5020) Requestor: Tina Watson
I have inspected the following records/documents and recommend/request that they be destroyed. These
records have not been stored in the City's Records Center,and, as such, are not listed in the City's
Automated Records Management System(Advantage);therefore, destruction is requested outside the scope
of the semi-annual Advantage computer-generated destruction process.
Description of Records/Documents (Include Beginning and Ending(Inclusive)Dates of
Record Title Code from Records Retention Records/Documents(Mo/Yr)
Schedule when applicable)
1020.1 —Gen'1 Correspondence All dated thru calendar year 2011
13021.3 —Fire Investigations—Type A All that became inactive prior to 1/1/2009 (after
scanning)
13021.6—Fire Investigations—Type C All that became inactive prior to 1/1/2008
2050.2—Dept']Budget Working Papers All thru calendar year 2011
6060.3—Equipment Maintenance All that became inactive prior to 1/1/2012
7040.5—Daily Activity Logs - Calendar year 2011
Department Approval:
Signature
Da e
Destroyed by:
� u
S na re
D e
Resolution No. 14-032 — Page 13 of 40
CITY OF RANCHO CUCAMONGA
_ Approval and Authorization
To Destroy Paper Records and/or Documents
(To be processed with the December 2013 semi-annual destruction. Sign,date and return to the Records Division by
December 16,2013 Do not destroy listed records until notified by the Record's Coordinator that approval was granted.)
Department: I.S. (4161) Requestor: Manuel Pilonieta
I have inspected the following records/documents and recommend/request that they be destroyed. These
records have not been stored in the City's Records Center,and,as such,are not listed in the City's
Automated Records Management System(Advantage);therefore,destruction is requested outside the
scope of the annual Advantage computer-generated destruction process.
Description of Records/Documents(Include Beginning and Ending(Inclusive)Dates of Records
Record Title Code from Records Retention /Documents(Mo/Yr)
Schedule when applicable)
1020.1 —General Correspondence All thru calendar year 2011
14041.0—Service/Help Desk Requests All that became inactive/resolved prior to 1/1/2012
2040.3—Hardware/Software Acquisition Requests All that became inactive prior to 1/1/2012
2040.4—Hardware Inventory All that became inactive prior to 1/1/2012
2040.5 —Software Inventory All that became inactive prior to 1/1/2012
2050.2—Dept'1 Budget Working Papers All thru calendar year 2011
5010.0—Nightly Systems Backups (12 days) All thru 12/19/2013 (to be reused)
5010.3 —Weekly Backup Tapes(6 weeks) All thru 11/18/2013 (to be reused)
5010.1 —Monthly Systems Backups All thru calendar year 2012 (to be reused)
5010.4 - Quarterly Backup Tapes (18 months) All thru 06/30/2013 (to be reused)
5010.2—Year-end System Backups All thru calendar year 2006
5010.8—Network Config.Maps/Plans All that were superseded prior to 1/1!2012
Department Approval:
Z� � V. R �
Signature
'�V-/1(4
Date
Destroyed by:
Signature
Date
Resolution No. 14-032 —Page 14 of 40
CITY OF RANCHO CUCAMONGA
_ Approval and Authorization
To Destroy Paper Records and/or Documents
(To be processed with the December 2013 semi-annual destruction. Sign,date and return to the Records Division by
December 16,2013. Do not destroy listed records until notified by the Record's Coordinator that approval was granted.)
Department: Admin Services/Admin (4150) Requestor: Melinda Garcia
I have inspected the following records/documents and recommend/request that they be destroyed. These
records have not been stored in the City's Records Center and,as such, are not listed in the City's
Automated Records Management System(Advantage); therefore, destruction is requested outside the
scope of the annual Advantage computer-generated destruction process.
Description of Records/Documents (Include Beginning and Ending(Inclusive)Dates of
Record Title Code from Records Retention Records/Documents(Mo/Yr)
Schedule when applicable)
1020.1 —General Correspondence Calendar year 2011
12050.5—Mail Processing Calendar year 2011
Department Approval:
gnature
Date
Destroyed by:
Signature
Date
Resolution No. 14-032 — Page 15 of 40
CITY OF RANCHO CUCAMONGA
Approval and Authorization
To Destroy Paper Records and/or Documents
(To be processed with the December 2013 semi-annual destruction. Sign,date and return to the Records Division by
December 16,2013. Do not destroy listed records until notified by the Record's Coordinator that approval was granted.)
Department: Business Licensing (4152) Requestor: Minerva Gamboa
I have inspected the following records/documents and recommend/request that they be destroyed. These
records have not been stored in the City's Records Center and, as such, are not listed in the City's
Automated Records Management System(Advantage); therefore,destruction is requested outside the
scope of the annual Advantage computer-generated destruction process.
Description of Records/Documents(Include Beginning and Ending (Inclusive)Dates of
Record Title Code from Records Retention Records/Documents (Mo/Yr)
Schedule when applicable)
1020.1 —General Correspondence Calendar year 2011
1020.5 —Accounts Registers All that were superseded prior to January,2012
1020.6—Renewal Registers Calendar year 2011
12060.4—Taxicab Operations Files All that became inactive prior to January,2012
4020.6—License and Permit Accounts All that became inactive prior to January,2012
4020.7—Massage Permits/Permit Fees All that became inactive prior to January,2012
( Department Approva .
i
i
ignature' (�
I- 7- /
Date
D atr�yed by:
ignature
/-
7, /
Date
Resolution No. 14-032 — Page 16 of 40
CITY OF RANCHO CUCAMONGA
Approval and Authorization
To Destroy Paper Records and/or Documents
(To be processed with the December 2013 semi-annual destruction. Sign,date and return to the Records Division by
December 16,2013. Do not destroy listed records until notified by the Record's Coordinator that approval was granted.)
Department Engineering(Admin)(Dept 4637) Requestor •Rebecca Fuller
I have inspected the following records/documents and recommend/request that they be destroyed. These
records have not been stored in the City's Records Center, and,as such, are riot listed in the City's
Automated Records Management System(Advantage); therefore, destruction is requested outside the
scope of the annual Advantage computer-generated destruction process.
Description of Records/Documents (Include Beginning and Ending(Inclusive) Dates of
Record Title Code from Records Retention Records/Documents (Mo/Yr)
Schedule when applicable)
1020.1 —General Correspondence Calendar Year 2011
1110 1.8 —Street Vacations Calendar Year 2011
11700.9—Flood Plain (FEMA) All that were superseded prior to 1/1/2003
(After Scanning)
2050.2- Dept'l Budget Working Papers Calendar Year 2011
4010.3 —Assessment Districts All that were approved thru 12/31/2012(to be
transferred to the Special Districts Division)
Department Approval:
Sign i ure
1 .2- �, 3
Date
Destroyed by:
Signature
Date
Resolution No. 14-032 — Page 17 of 40
Notification Number Destruction Notification Report 11/25/2013 08:21:04
380 City of Rancho Cucamonga (RC) Page i
Records Management Division (TMP)
ENGINEERING/ADMIN (4637)
Bill to Name:. (4637) "roIef
Records Coordinator: Rebecca•eclemen- Mail Code: Phone: (909)477-2700 ext: 4013
he following-records-are due for destruction on 12/31/2013. Place your initials next to EACH box you authorize to be
estroyed,then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo
-ustifying the hold. Return the entirelist to the Records Division by 12/16/2013.
Destroy Permanent Record Title Record Title Name Dates On Destroy Date
(X)Code Box Number Code (Box Contents) Begining Ending Hold? 12/31/2013 Location Space#
can/Recyc 4524 10021.1 Hydrology Studies 01/01/1988 12/31/2003 12/31/2013 01-01-02 6
Box Contents: Hydrology Studies
Box Contents: DR's, DRC's
Box Contents: 1988, 1989, 1990, 1991, 1993, 1997, 1999
ID Box Contents: DRC's2001-2003 Scanned
N
O
C
E = Excluded Total Eligible Boxes to be destroyed = 1
Z Eligible Boxes on Hold = 0
o Elgibile Boxes Checked Out = 0
? Eligible Boxes Removed = 0
o Total Available Boxes to be destroyed = 1
W
N
N
CID
00
O
M
A
O
Date
CITY OF RANCHO CUCAMONGA
_ Approval and Authorization
To Destroy Paper Records and/or Documents
(To be processed with the December 2013 semi-annual destruction. Sign,date and return to the Records Division by
December 16,2013. Do not destroy listed records until notified by the Record's Coordinator that approval was granted.)
Department City Manager(41221 Requestor Donna Kendrena
I have inspected the following records/documents and recommend/request that they be destroyed. These
records have not been stored in the City's Records Center, and, as such, are not listed in the City's
Automated Records Management System(Advantage); therefore,destruction is requested outside the
scope of the annual Advantage computer-generated destruction process.
Description of Records/Documents(Include Beginning and Ending(Inclusive) Dates of
Record Title Code from Records Retention Records/Documents(Mo/Yr)
Schedule when applicable)
1020.2—Policies &Precedents All that were superseded in calendar year 2011
11300.3 —United Way Campaign Calendar year 2010
12050.1 —Cable TV &Radio (general) Calendar Year 2011
12060.1 —Ambulance Service Operating Permits All that expired in 2002
13010.7—Monthly Crime Reports Calendar Year 2011
15010.1 —Inter-Governmental Agencies All where the City Official's term as a
representative to the applicable agency ended in
2011
15010.8—Sister City Program All documentation prior to 12/31/2011
2060.1 —Annual reports of agencies and
organizations (other than City of Rancho All dated prior to 1/1/2012
Cucamonga)
7012.1 —Council/Commission Contact Forms Calendar Year 2008
Department Approval:
Signature
i�
Date
Destroyed by:
C>d. -� -
Signature
Date
Resolution No. 14-032 — Page 19 of 40
CITY OF RANCHO CUCAMONGA
Approval and Authorization
To Destroy Paper Records and/or Documents
(To be processed with the December 2013 semi-annual destruction. Sign,date and return to the Records Division by
December 16,2013. Do not destroy listed records until notified by the Record's Coordinator that approval was granted.)
Department Community Services (4532) Requestor Melissa Morales
I have inspected the following records/documents and recommend/request that they be destroyed. These
records have not been stored in the City's Records Center, and, as such, are not listed in the City's
Automated Records Management System(Advantage);therefore, destruction is requested outside the
scope of the annual Advantage computer-generated destruction process.
Description of Records/Documents(Include Beginning and Ending(Inclusive)Dates of
Record Title Code from Records Retention Records/Documents (Mo/Yr)
Schedule when applicable)
1020.1 —General Correspondence Calendar year 2011
1020.3 —Programs Calendar year 2009
1020.4—Projects All that completed/terminated prior to 1/l/2009
1020.5 - Special Events Calendar Year 2009
14010.6—Scholarship Applications Calendar Year 2011
14020.3 —Recreation Class Schedule Calendar Year 2011 (1 original sent to Archives)
16010.7—Use of City Facilities Calendar Year 2011
2050.2—Dept' 1. Budget Working Papers Calendar Year 2011
5030.5—Volunteer Applications/Reports All that became inactive prior to 1/1/2012
7010.3 -Advisory Council Agendas Calendar Year 2011(to be scanned,then recycled)
7012.9—Audio Tapes Calendar Year 2011(to be reused)
Department Approval:
Signature
a- n- 13
Date
Destroyed by:
Signature
r 20( ((3
Date
Resolution No. 14-032— Page 20 of 40
CITY OF RANCHO CUCAMONGA
_ Approval and Authorization
To Destroy Paper Records and/or Documents
(To be processed with the December 2013 semi-annual destruction. sign,date and return to the Records Division by
December 16,2013. Do not destroy listed records until notified by the Record's Coordinator that approval was granted.)
Department R.C.C.F. (5030) Requestor Melissa Morales
I have inspected the following records/documents and recommend/request that they be destroyed. These
records have not been stored in the City's Records Center,and, as such, are not listed in the City's
Automated Records Management System(Advantage); therefore, destruction is requested outside the
scope of the annual Advantage computer-generated destruction process.
Description of Records/Documents(Include Beginning and Ending(Inclusive)Dates of
Record Title Code from Records Retention Records/Documents (Mo/Yr)
Schedule when applicable)
1020.1 —General Correspondence All thru December 31, 2011
1020.3 —Programs/Projects/Events All that became inactive prior to l/l/2008
7012.9—Audio Tapes All thru December 31,2011
Department Approval:
Signature
i2-- 11- 13
Date
Destroyed by:
Signature
,vin(r3
Date
Resolution No. 14-032— Page 21 of 40
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Notification Number Destruction Notification Report 11/25/2013 08:12:03
372 City of Rancho Cucamonga (RC) Page 1
Records Management Division (TMP)
CODE ENFORCEMENT (2292)
Bill to Name: ()
Records Coordinator: Kurt Keating Mall Code: Phone: (909)477-2700 ext: 4253
he following records are due for destruction on 12/31/2013. Place your initials next to EACH box you authorize to be
destroyed,then sign and date.the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo
'ustifying the hold. Return the entire list to the Records Division by 12/16/2013.
Destroy Permanent Record Title Record Title Name Dates On Destroy Date
(X)Code Box Number Code (Box Contents) Begining Ending Hold? 12/31/2013 Location Space#
hred 5033 2031.0 Code Enforcement Violations 01/01/2010 12/31/2010 12/31/2013 01-02-01 4
Box Contents: Closed Code Enforcement Violations
Box Contents: C - D
A[hred 5034 2031.0 Code Enforcement Violations 01/01/2010 12/31/2010 12/31/2013 01-02-01 5
oBox Contents: Code Enforcement Violations
C
7777�Shred 5035 2031.0 Code Enforcement Violations 01/01/2010 12/31/2010 12/31/2013 01-02-01 6
Box Contents: Code Enforcement Violations
Box Contents: H-K
O /
Af (shred 5036 2031.0 Code Enforcement Violations 01/01/2010 12/31/2010 12/31/2013 01-02-01 3
It
�
O VVV """ Box Contents: Closed Code Violations
W Box Contents: W - #'s
N
I
-0hred 5037 2031.0 Code Enforcement Violations 01/01/2009 12/31/2010 12/31/2013 01-02-01 2
N
0) Box Contents: Code Enforcement Violations
m Box Contents: Northridge -Topaz
NWWWWcc,,��
hred 5038 2031.0 Code Enforcement Violations 01/01/2008 12/31/2010 12/31/2013 01-02-01 1
VVVVVV Box Contents: Code Enforcement Violations
I� FlShred 5039 2031.0 Code Enforcement Violations 01/01/2010 12/31/2010 12/31/2013 01-02-02 6
Box Contents: Code Enforcement Violations
Box Contents: H Files
r hred 5040 2031.0 Code Enforcement Violations 01/01/2010 12/31/2010 12/31/2013 03-02-02 5
Box Contents: Code Enforcement Violations
Box Contents: D - E
/Z n �
Date
Notification Number Destruction Notification Report 11/25/2013 08:12:03
372 City of Rancho Cucamonga (RC) Page 2
Records Management Division (TMP)
CODE ENFORCEMENT (2292)
Bill to Name: Q
Records Coordinator: Kurt Keating Mail Code: Phone: (909)477-2700 ext: 4253
he following records are due for destruction on 12/31/2013. Place your initials next to EACH box you authorize to be
destroyed,then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo
ustifying the hold. Return the entire list to the Records Division by 12/16/2013.
Destroy Permanent Record Title Record Title Name Dates On. Destroy Date
(X)Code Box Number Code (Box Contents) Begining Ending Hold? 12/31/2013 Location Space#
QShred 5041 2031.0 Code Enforcement Violations 01/01/2010 12/31/2010 12/31/2013 01-02-02 4
Box Contents: Code Enforcement Violations
Box Contents: P- S
ID
Cn nshred 5042 2031.0 Code Enforcement Violations 01/01/2010 12/31/2010 12/31/2013 06-02-01 1
C Box Contents: Code Enforcement Violations
o Box Contents: S -V
D
hred 5043 2031.0 Code Enforcement Violations 01/01/2010 12/31/2010 12/31/2013 06-02-01 2
O Box Contents: Code Enforcement Violations
A Box Contents: K- L
VDhred 5044 2031.0 Code Enforcement Violations 01/01/2010 12/31/2010 12/31/2013 06-02-01 3
I/ Box Contents: Code Enforcement Violations
Box Contents: M - P
N
Shred 5045 2031.0 Code Enforcement Violations 01/01/2010 12/31/2010 12/31/2013 06-02-02 1
11111111 Box Contents: Code Enforcement Violations
fI nShred 5046 2031.0 Code Enforcement Violations 01/01/2010 12/31/2010 12/31/2013 06-02-02 2
p Box Contents: Code Enforcement Violations
Box contents: "S'.
IShred 5047 2031.0 Code Enforcement Violations 01/01/2010 12/31/2010 12/31/2013 06-02-02 3
{{11V�''' Box Contents: Code Enforcement Violations
Box Contents: L- M
D e�
tb
Notification Number Destruction Notification Report 11/25/2013 08:12:03
372 City of Rancho Cucamonga (RC) Page 3
Records Management Division (TMP)
CODE ENFORCEMENT (2292)
Bill to Name: ()
Records Coordinator: Kurt Keating Mail Code: Phone:.(909)477-2700 ext: 4253
The following records are due for destruction on 12/31/2013. Place your initials next to EACH box you authorize to be
destroyed,then.sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo
'ustifying the hold. Return the entire list to the Records Division by 12/16/2013.
Destroy Permanent Record Title Record Title Name Dates On Destroy Date
(X)Code Box-Number Code (Box Contents) Begining Ending Hold? 12/31/2013 Location Space#
hred 5048 2031.0 Code Enforcement Violations 01/01/2010 12/31/2010 12/31/2013 06-02-03 1
Box Contents: Code Enforcement Violations
Box Contents: F- M
0C(D
[]Shred 5049 2031.0 Code Enforcement Violations 01/01/2010 12/31/2010 12/31/2013 06-02-03 2
Box Contents: Code Enforcement Violations
/ shred 5050 2031.0 Code Enforcement Violations 01/01/2010 12/31/2010 12/31/2013 01-02-03 5
O Box Contents: Code Enforcement Violations
Box Contents: G - H
hred 5051 2031.0 Code Enforcement Violations 01/01/2010 12/31/2010 12/31/2013 01-02-03 6
Box Contents: Code Enforcement Violations
Box Contents: "C"
hred 5052 2031.0 Code Enforcement Violations 01/01/2010 12/31/2010 12/31/2013 01-02-04 6
N Box Contents: Code Enforcement Violations
cn Box Contents: B-C
0
hred5053 2031.0 Code Enforcement Violations 01/01/2010 12/31/2010 12/31/2013 06-02-04 1
owl Box Contents: Code Enforcement Violations
Box Contents: Closed files
1hred 5054 2031.0 Code Enforcement Violations 01/01/2010 12/31/2010 12/31/2013 06-02-03 3
IVI� Box Contents: Code Enforcement Violations
Box Contents: M - P
! �ate
Notification Number Destruction Notification Report 11/25/2013 08:12:03
372 City of Rancho Cucamonga (RC) Page 4
Records Management Division (TMP)
CODE ENFORCEMENT (2292)
Bill to Name: ()
Records Coordinator: Kurt Keating Mail Code: Phone: (909)477-2700 ext: 4253
he following records are due for destruction on 12/31/2013. Place your initials next to EACH box you authorize to be
estroyed,then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo
ustifying the hold. Return the entire list to the Records Division by 12/16/2013.
Destroy Permanent Record Title Record Title Name Dates On Destroy Date
(X)Code Box Number Code (Box Contents) Begining Ending Hold? 12/31/2013 Location Space#
Shred 5055 2031.0 Code Enforcement Violations 01/01/2010 12/31/2010 12/31/2013 06-02-04 2
Box Contents: Code Enforcement Violations
Box Contents: "B"
.Z7
Shred 5056 2031.0 Code Enforcement Violations 01/01/2010 12/31/2010 12/31/2013 06-02-04 3
0 — Box Contents: Code Enforcement Violations
O Box Contents: "A"
7
Z
0
Total Eligible Boxes to be destroyed = 24
A Eligible Boxes on Hold = 0
O Elgibile Boxes Checked Out = 0
W
N Eligible Boxes Removed = 0
I
U Total Available Boxes to be destroyed = 24
N
O
CD
N
W
O
M
A
O
D e
CITY OF RANCHO CUCAMONGA
7' To
and Authorization
To Destroy Paper Records and/or Documents
(To be processed with the December 2013 semi-annual destruction. Sign,date and return to the Records Division by
December 16,2013 Do not destroy listed records until notified by the Record's Coordinator that approval was granted.)
Department Engineering(Traffic) (Dept 4639) Requestor Luci Saunders
I have inspected the following records/documents and recommend/request that they be destroyed. These
records have not been stored in the City's Records Center, and, as such,are not listed in the City's
Automated Records Management System(Advantage);therefore, destruction is requested outside the
scope of the annual Advantage computer-generated destruction process.
Description of Records/Documents (Include Beginning and Ending(Inclusive) Dates of
Record Title Code from Records Retention Records/Documents (Mo/Yr)
Schedule when applicable)
1020.1 —General Correspondence Calendar Year 2011
11620.1 —Traffic Signal Maintenance Calendar Year 2010
2050.2—Dept. Budget Working Papers Calendar Year 2010
8060.2—Multi-Year Projections for Cap Imp Calendar Year 2011
D T_artnientApproval:
12X Z3
Date
Destroyed by:
Signature
Date
Resolution No. 14-032 —Page 27 of 40
Notification Number Destruction Notification Report 11/25/2013 08:21:48
381 City of Rancho Cucamonga (RC) Page 1
Records Management Division (TMP)
ENGR TRAFFIC/DESIGN (4639)
Bill to Name: (4639)
Records Coordinator: Lucl Saunders Mall Code: Phone: (909)477-2700 ext: 4050
he following records are due for destruction on 12/31/2013. Place your initials next to EACH box you authorize to be
Ptroyed.,then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo
tifying the hold. Return the entire list to the Records Divisionby12/16/2013.
Destroy Permanent Record Title Record Title Name Dates On Destroy Date
(X)Code Box Number Code (Box Contents) Begining Ending Hold? 12/31/2013 Location Space#
can ecyc 5124 8020.1 Construction Permits 04/01/2006 12/31/2011 12/31/2013 0
Box Contents: Construction Permits
can ecyc 5125 8020.1 Construction Permits 04/01/2001 12/31/2011 12/31/2013 D
CD Box Contents: Construction Permits
m Box Contents: A T&T, Verizon, I.V.E.A.
O
oca Recyc 5126 8020.1 Construction Permits 03/01/2001 12/31/2011 12/31/2013 0
Box Contents: Construction Permits
Z Box Contents: Gas Co.
0
Box Contents: CVWD
A Box Contents: Gas Co.
6
W
N
I E = Excluded Total Eligible Boxes to be destroyed = 3
d Eligible Boxes on Hold = 0
CD Elgibile Boxes Checked Out = 0
N Eligible Boxes Removed = 0
O
0 Total Available Boxes to be destroyed = 3
A
Sao� dew
O
Date
CITY OF RANCHO CUCAMONGA
_ Approval and Authorization
To Destroy Paper Records and/or Documents
(To be processed with the December 2013 semi-annual destruction. Sign,date and return to the Records Division by
December 16,2013. Do not destroy listed records until notified by the Record's Coordinator that approval was granted.)
Department: Facilities Maint/Yard (4245) Requestor Sandra Mellem
I have inspected the following records/documents and recommend/request that they be destroyed. These
records have not been stored in the City's Records Center,and, as such, are not listed in the City's
Automated Records Management System(Advantage);therefore, destruction is requested outside the
scope of the annual Advantage computer-generated destruction process.
Description of Records/Documents (Include Beginning and Ending(Inclusive) Dates of
Record Title Code from Records Retention Records/Documents(Mo/Yr)
Schedule when applicable)
10201.1 Gen'1 Correspondence Calendar Year 2011
14041.1 Vehicle Operators Daily Checklist Calendar Year 2011
14041.2 Employee Daily Activity Sheets Calendar Year 2011
16010.8 Pesticide Application Forms Calendar Year 2010
16010.9 Monthly Pesticide Use Reports Calendar Year 2010
6010.4 Dept'1 Budget Working Papers Calendar Year 2011
6060.3 Equipt. Maintenance Records All that became inactive prior to January, 2012
Department A proval:
Signature
Z C
Date
Destroyed by:
Signature
Date
Resolution No. 14-032 —Page 29 of 40
Notification Number Destruction Notification Report 11/25/2013 08:15:36
374 City of Rancho Cucamonga (RC) Page 1
Records Management Division (TMP)
SPECIAL DISTRICTS (4131) -
5111 to Name: SPECIAL DISTRICTS (4131) Kel1y I fit, c)10ti
Records Coordinator: M9R� , PAS Mall Code: Phone: (909)477-2700 ext:2T$ 2 58 Z
hefonowing records are due for destruction on 12/31/2013. Place your initials next to EACH box you authorize to be
destroyed,then;sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo
ustifying the hold. Return the entire list to the Records Division by 12/16/2013.
Destroy Permanent Record Title Record Title Name Dates On Destroy Date
(X)Code Box,Number Code (Box Contents) Begining Ending Hold? 12/31/2013 Location Space#
QShred 3336 4012.1District Files - by District # 07/01/2003 12/31/2003 12/31/2013 14-02-04 1
Box Contents: Bank Corporate Trust Services Statements
Box Contents: For Bond &Mello Roos Districts
Box Contents: Trustee Statements
(D
o QShred 3338 4012.1 District Files - by District # 07/01/2003 12/31/2003 12/31/2013 14-02-04 6
c Box Contents: Bank Corporate Trust Services Statements
0 Box Contents: For Bond & Mello Roos Districts
D Box Contents: Trustee Statements
Z
0
AE = Excluded Total Eligible Boxes.to be destroyed = 2
W Eligible Boxes on Hold = 0
N
I Elgibile Boxes Checked Out = o
Eligible Boxes Removed = 0
tp Total Available Boxes to be destroyed = 2
(D
W
O
O
M
A
O
l2 09 J 3
DatS
CITY OF RANCHO CUCAMONGA
Approval and Authorization
To Destroy Paper Records and/or Documents
(To be processed with the December 2013 semi-annual destruction. Sign,date and return to the Records Division by
December 16,2013. Do not destroy listed records until notified by the Record's Coordinator that approval was granted.)
Department: G.I.S. (4160) Requestor: Ingrid Bruce
I have inspected the following records/documents and recommend/request that they be destroyed. These
records have not been stored in the City's Records Center and,as such,are not listed in the City's
Automated Records Management System(Advantage);therefore,destruction is requested outside the
scope of the annual Advantage computer-generated destruction process.
Description of Records/Documents(Include Beginning and Ending(Inclusive)Dates of
Record Title Code from Records Retention Records/Documents (Mo/Yr)
Schedule when applicable)
1020.1 —General Correspondence Calendar year 20011.
2050.2—Dept'l Budget Working Papers Calendar year 2010.
Department Approval:
Signature �� n
Date �—
Destroyed by:
Signature
Date
Resolution No. 14-032 — Page 31 of 40
CITY OF RANCHO CUCAMONGA
_ Approval and Authorization
To Destroy Paper Records and/or Documents
(To be processed with the December 2013 semi-annual destruction. Sign,date and return to the Records Division by
December 16,2013. Do not destroy listed records until notified by the Record's Coordinator that approval was granted.)
Department: Emergency Preparedness (4125) Requestor Breanna Medina
I have inspected the following records/documents and recommend/request that they be destroyed. These
records have not been stored in the City's Records Center, and, as such, are not listed in the City's
Automated Records Management System (Advantage);therefore, destruction is requested outside the
scope of the annual Advantage computer-generated destruction process.
Description of Records/Documents (Include Beginning and Ending(Inclusive) Dates of
Record Title Code from Records Retention Records/Documents (Mo/Yr)
Schedule when applicable)
1020.1 —General Correspondence Calendar Year 2011
2010.9—Policies &Procedures All that were superseded prior to 1/1/2009
Cert Apps were
removed as of 201.3
Department-Approval:
ti
Signature
oZ !r� I�3
Date
Destroyed by:
ignature
Date
Resolution No. 14-032— Page 32 of 40
CITY OF RANCHO CUCAMONGA
_ Approval and Authorization
To Destroy Paper Records and/or Documents
(To be processed with the December 2013 semi-annual destruction. Sign,date and return to the Records Division by
December 16,2013. Do not destroy listed records until notified by the Record's Coordinator that approval is granted.)
Department: Library (4533) Requestor: Vivian Garcia
I have inspected the following records/documents and recommend/request that they be destroyed.
These records have not been stored in the City's Records Center and, as such, are not listed in the
City's Automated Records Management System(Advantage);therefore, destruction is requested
outside the scope of the annual Advantage computer-generated destruction process.
Description of Records/Documents (Include Beginning and Ending(Inclusive)Dates of
Record Title Code from Records Retention Records/Documents (Mo/Yr)
Schedule when applicable)
11300.1 —Donation records Calendar year 2009
11800.2—Public Services&Relations Calendar year 2009
11801.0—Public Inquiries &Complaints Calendar year 2009
4012.3 —Revenue Files Calendar year 2011
4020.5 —Grants All that have been completed and audited prior
to 1/1/2005
5030.0—Library Board Agendas All thm calendar year 2012(after scanning)
5030.5—Volunteer Program records All that became inactive prior to 1/1/2009
7041.1 —Fines Collected Calendar year 2009
Department Approval:
�LA41�"
Signature
1z ��� /3
Date
Destroyed by:
Signature
Date
Resolution No. 14-032— Page 33 of 40
CITY OF RANCHO CUCAMONGA
_ Approval and Authorization
To Destroy Paper Records and/or Documents
(To be processed with the December 2013 semi-annual destruction. Sign,date and return to the Records Division by
December 16,2013. Do not destroy listed records until notified by the Record's Coordinator that approval was granted.)
Department: Purchasing (Dept. 4153) Requestor Keri Hinoios
I have inspected the following records/documents and recommend/request that they be destroyed. These
records have not been stored in the City's Records Center,and, as such, are not listed in the City's
Automated Records Management System(Advantage);therefore, destruction is requested outside the
scope of the annual Advantage computer-generated destruction process.
Description of Records/Documents (Include Beginning and Ending (Inclusive)Dates of
Record Title Code from Records Retention Records/Documents (Mo/Yr)
Schedule when applicable)
1020.1 —General Correspondence All prior to 1/1/2012
1020.2—Vendor Files All that became inactive prior to 1/1/2012
12050.7—Telecommunications Devices All prior to 1/1/2012
4070.5—WMBE Statistical Reports All prior to 1/1/2004
6010.1 —Bids—Unsuccessful All prior to 1/1/2012
6010.2—Purchase Requisitions All that became inactive prior to 1/1/2010
6010.3 —Request for Qualifications All that became inactive prior to 1/1/2010
6010.4—Purchase Orders All that became inactive prior to 1/1/2010
6010.5—Purchasing Policy&Procedures All that were superseded prior to 1/1/2012
6040.2—Salvage& Surplus Property All prior to 1/1/2010
6060.1 —Fixed Assets/Equipt. History All that became inactive prior to 1/1/2008
4rtmeroval:
Date
Destroyed by:
Signature
Date
Resolution No. 14-032 — Page 34 of 40
CITY OF RANCHO CUCAMONGA—Fire Board
_ Approval and Authorization
To Destroy Paper Records and/or Documents
(To be processed with the December 2013 semi-annual destruction. Sign,date and return to the Records Division by
December 16,2013. Do not destroy listed records until notified by the Record's Coordinator that approval was granted.)
Department: Fire Safety (5025) Requester: Beverly Noonan
I have inspected the following records/documents and recommend/request that they be destroyed. These
records have not been stored in the City's Records Center, and,as such, are not listed in the City's
Automated Records Management System(Advantage);therefore, destruction is requested outside the scope
of the semi-annual Advantage computer-generated destruction process.
Description of Records/Documents(Include Beginning and Ending(Inclusive)Dates of
Record Title Code from Records Retention Records/Documents(Mo/Yr)
Schedule when applicable)
13020.4—Fireworks(documentation) All dated thru calendar year 2011
13025.1 —Material Safety Data Sheets All dated thru 1983
13030.2—Business Occupancies All that became inactive prior to 1/1/2010
Department Approval:
&6C�XJ' . />-d �Ifr�lJif�l
Signature
Of-X_ ), a0) 3
Date
Destroyed by:
Signature
Date
Resolution No. 14-032 — Page 35 of 40
CITY OF RANCHO CUCAMONGA
Approval and Authorization
To Destroy Paper Records and/or Documents
(To be processed with the December 2013 semi-annual destruction. Sign,date and return to the Records Division by
December 16,2013. Do not destroy listed records until notified by the Record's Coordinator that approval was granted.)
Department: City Clerk (4126) Requestor: . Debra McNav
I have inspected the following records/documents and recommend/request that they be destroyed. These records
have been stored in the City Clerk's Vault and office areas and are not listed in the City's Automated Records
Management System(Advantage);therefore,destruction is requested outside the scope of the annual Advantage
corn uter-generated destruction process.
Description of Records/Documents(Include Record Beginning and Ending(Inclusive)Dates of Records/
Title Code from Records Retention Schedule when Documents(Mo/Yr)
applicable)
1020.1—General Correspondence Calendar year 2011
1020.6—Passport Appointment Book Calendar Year 2011
2050.2—Dept'l.Budget Working Papers Calendar year 2011
3040.5—Records Transfer Requests/Lists Calendar year 2011
6010.0—Bids(Unsuccessful) Calendar year 2011
6020.1—Contracts and Agreements All which were completed,terminated or expired in 2002
6050.2—Proof of Publication(except Ordinances) Calendar year 2011
7010.0—City Council Agenda Packets Calendar year 2012(after scanning)
7010.1—Council Sub-Committee Agenda Packets Calendar year 2012(after scanning)
7010.2—Task Force Agenda Packets Calendar year 2012(after scanning)
7010.3—Public Safety Commission Agenda Packets Calendar year 2012(after scanning)
7010.4—RC Community Foundation Agenda Packets Calendar year 2012(after scanning)
7010.9—Audio Tapes of Council meetings Calendar year 2008
7020.0—Stints of Economic Interests Log Calendar year 2005
7020.1—Election Reference Papers Calendar year 2011
7020.2—Campaign Starts—Unsuccessful Calendar year 2007
7020.5- Election Ballots-New Calendar year 2009
7020.9—Oaths of Office All whose term expired in 2008
7040.5—Claims/Supoenas Log All pages dated 2011
7040.8—Struts of Econ Interest(Form 700) Calendar year 2006
Depa epproval:
Signature
Date
Destroyed by:
Signature
Date
Resolution No. 14-032 — Page 36 of 40
CITY OF RANCHO CUCAMONGA
_ Approval and Authorization
To Destroy Paper Records and/or Documents
(To be processed with the December 2013 semi-annual destruction. Sign,date and return to the Records Division by
December 16,2013. Do not destroy listed records until notified by the Record's Coordinator that approval was granted.)
Department: Planning (4333) Requestor: Valerie Victorino
I have inspected the following records/documents and recommend/request that they be destroyed. These
records have not been stored in the City's Records Center and,as such, are not listed in the City's
Automated Records Management System(Advantage);therefore, destruction is requested outside the
scope of the annual Advantage computer-generated destruction process.
Description of Records/Documents(Include Beginning and Ending (Inclusive)Dates of
Record Title Code from Records Retention Records/Documents(Mo/Yr)
Schedule when applicable)
2050.2—Dept'l Budget Working Papers All dated thru calendar year 2011
8021.3 —Home Occupation Permits All dated prior to 12/31/2013 (to be transferred to
the Business Licensing Division)
8020.8—Temporary Use& Temporary Signs All Dated prior to 1/1/2012
Department Approval:
Signature
/,�_.i 7//0
Date
Destroyed by:
Signature
Date
Resolution No. 14-032 — Page 37 of 40
Notification Number Destruction Notification Report 11/25/2013 08:18:32
377 City of Rancho Cucamonga (RC) Page 1
Records Management Division (TMP)
PLANNING DIVISION (4333)
Bill to Name: (4333)
Records Coordinator:Victorino,Valerie Mail Code: Phone: (909)477-2700 ext: 4327
F
ollowing records-aredue for destruction on 12/31/2013. Place your initiaisnext to.EACH box you authorize to be
oyed,then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo
ying the.hold. Return the entire list to the Records Division by 12/16/2013.
Destroy Permanent Record Title Record Title Name Dates On Destroy Date
(.)Code Box Number Code (Box Contents) Begining Ending Hold? 12/31/2013 Location Space#
can/Recyc 4758 7010.3 Committee Agendas 01/01/1995 12/31/2008 12/31/2013 13-01-01 2
Box Contents: Committee Agendas
Box Contents: 1995-2008
Box Contents: DRC,Technical Review &Grading Review
y Box Contents: Committee Agendas SCANNED
0
Scan/Recyc 4768 7010.3 Committee Agendas 01/01/1996 12/31/2008 12/31/2013 13-01-01 1
p Box Contents: DRC Committee Agendas
:3 Box Contents: 1996-2008
Z
0 Box Contents: SCANNED
? ran/Recyc 5360 8020.2 Conditional Use Permits (CUP's) 01/01/1996 12/31/1998 12/31/2002 0
O Box Contents: EP
N Box Contents: 1996-1998
I
10 Scan/Recyc 5357 8020.2 Conditional Use Permits (CUP's) 01/01/1996 12/31/2007 12/31/2011 0
Box Contents: EP 1996-2000
Cl) Scan/Recyc 4662 7010.2 Planning Commisson Agendas 01/01/2008 12/31/2008 12/31/2013 0
o Box Contents: 2008
0 Scan/Recyc 5355 10020.8 Subdivisions &Developments (DR's) 01/01/2006 12/31/2007 12/31/2009 0
Box Contents: DRs, MDRs, HDRs, - 2007
Box Contents: 2006-01091; 01017, 00719, 00933, 01034
Box Contents: 2007-00030,00055, 00600, 00573,00637
4can/Recyc 5356 10020.8 Subdivisions & Developments (DR's) 01/01/2007 12/31/2007 12/31/2009 0
Box Contents: DRC2007-00629, 00653, 00784,:00776, 0069
Box Contents: 6, 00613, 00477, 00793, 00794, 00647
Date
Notification Number Destruction Notification Report 11/25/2013 08:18:32
377 City of Rancho Cucamonga (RC) Page 2
Records Management Division (TMP)
PLANNING DIVISION (4333)
Bill to Name: (4333)
Records Coordinator:Victorino,Valerie Mail Code: Phone: (909)477-2700 ext: 4327
he following records are due for destruction on 12/31/2013. Place your initials next to,EACH box you authorize to be
destroyed,then sign and date the bottom of EACH page. If you want a box held for an additional 6 months, provide a memo
'ustifying the hold. Return the entire list to the Records Division by 12/16/2013.
Destroy Permanent Record Title Record Title Name Dates On Destroy Date
(X)Code Box Number Code (Box.Contents) Begining Ending Hold? 12/33/2013 Location Space#
can/Recyc 5354 10021.7 Variances & Minor Exceptions 01/01/2005 12/31/2007 12/31/2009 0
Box Contents: Minor Exception/Variances 2007
Box Contents: DRC's 2006 thry 2007
T7
CD
U)
O
c Total Eligible Boxes to be destroyed = 8
0 Eligible Boxes an Hold = 0
Z Elgibile Boxes Checked Out = 0
0 Eligible Boxes Removed = 0
A Total Available Boxes to be destroyed = 8
6
W
IJ
I
m
N
W
m
0
A
0
Date