HomeMy WebLinkAboutReso 68-1985RESOLUTION NO. 68-85
A RESOLUTION PRESCRIBING A PROCEDURE UNDER WHICH
DUPLICATES OF CITY RECORDS LESS THAN TWO YEARS OLD
MAY BE DESTROYED (GOVERNMENT CODE SECTION 34090.7)
WHEREAS, Government Code Section 34090 provides that certain City records may
be destroyed upon the approval of the legislative body by resolution and the written
consent of the City Attorney; and
WHEREAS, Government Code Section 34090 does not authorize the destruction of
records less than two years old; and
WHEREAS, Government Code Section 34090.7 states that the legislative body of a
city may prescribe a procedure under which duplicates of city records less than
two years old may be destroyed if they are no longer required; and
WHEREAS, the City Council finds that, in the interest of governmental efficiency
and economy it is necessary and proper to prescribe such procedure;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of South San
Francisco that:
1. Duplicates of city records less than two years old which are not required
to be maintained pursuant to Subdivisons (a), (b), (c) or (e) of Government Code
Section 34090 or any other provision of State law may be destroyed if they are
no longer required and if the procedure set forth below is followed.
2. In order for duplicate city records to be destroyed pursuant to this resolu-
tion, the Department Head having custody of said duplicate records must sign a
Request for Destruction of Duplicate Records, a copy of which is attached hereto
as Exhibit "A" and incorporated herein by this reference and must obtain the signa-
ture of the Department Head certifying that his or her Department has custody of
the originals of the documents that are the subject of said request.
3. The department head requesting destruction of duplicate records must obtain
the written approval of the City Manager or his designee, after which the destruc-
tion of the duplicate records may take place. For the purpose of obtaining the
approvals set forth in Paragraph 2 above, a department head who has custody of both
the originals and the duplicates for which a request for destruction is submitted
may sign both the request and the certificate that he or she has custody of the
original documents. The City Manager may not designate an individual to approve
a request for destruction of duplicate records if the request originates from
that same individual.
4. The original request for destruction of records shall be maintained in the
department originating the request.
I hereby certify that the foregoing Resolution was regularly introduced and
adopted by the City Council of the City of South San Francisco at a regular
meeting held on the 27th day of March , 1985 , by the following
vote:
AYES:
NOES:
ABSENT:
Councilmembers Mark N. Addiego, Emanuele N. Damonte, Richard A. Haffey,
Gus Nicolopulos; and Roberta Cerri Teglia
None
None
ATTEST:~city Clerking-~
2
EXHI BIT "A"
REQUEST FOR DESTRUCTION OF DUPLICATE CITY RECORDS
It is requested that the records described in Exhibit "1" attached hereto
which are duplicates of City records, the originals of which are maintained'
in the be authorized to be destroyed. I
(Department/DiVision)
CERTIFY that said duplicate city records are no longer required fqr the efficient
Operation of this department. I FURTHER CERTIFY that the records-are not required
to be maintained pursuant to the Provisions of Subdivisions (a), (b), (c) or
of Government Code Section 34090 or the provisions of any other State law.
Date
The undersigned hereby certifies that he is the depa~ment head 'of the
Department of the City of South San Francisco and
that said department has custody of the originals of the City records listed in
Exhibit "l" hereto. ..
Date
This request for destruction of duplicate city records is hereby approved.
Date
City Manager or Designee