CARMEN A. TRUTANICH City Attorney REPORT RE:

Transcription

1 City Hall East 200 N. Main Street Room 800 Los Angeles, CA (213) Tel (213) Fax CTruta org CARMEN A. TRUTANICH City Attorney REPORT RE: REPORT NO. R SEP I 4 8l REQUEST TO DESTROY CERTAIN OBSOLETE RECORDS FROM THE DEPARTMENT OF WATER AND POWER, ACCOUNTING DIVISION (DWP/ BOXES) FOR THE PERIOD OF The Honorable City Council of the City of Los Angeles Room 395, City Hall 200 North Spring Street Los Angeles, CA Honorable Members: Transmitted herewith is a request by the Department of Water and Power, Accounting Division (DWP/ boxes) for the period to destroy certain obsolete records. This Office finds that this request for destruction of obsolete records has been processed in accordance with the requirements of Los Angeles Administrative Code (LAAC) Section 12.5 and accord ingly approves the destruction thereof. Also attached to this letter is a certification of the City Clerk and a form of resolution as required by LAAC Section Should you have any questions, please contact Assistant City Attorney Joseph Brajevich at (213) WWC:Iee Transmittal Very truly yours, CARMEN A. TRUTANICH, City Attorney By~ M:\Munl Counsei\RECORO DESTRUCTIONIFORM MEMOS-LETTERSIFORM LTR TO COUNCIL.doc WILLIAM. CARTER Ch ief Deputy City Attorney

2 Form Gen. 160 CITY OF LOS ANGELES INTER-DEPARTMENTAL CORRESPONDENCE DATE: September 29, 2006 TO: FROM: SUBJECT: REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS Attached is a Request for Authority to Destroy Obsolete Records from the Department of Water and Power, signed by an authorized designee on the date indicated and for the period listed below: DEPARTMENT/DESIGNEE/DATE Department of Water and Power Accounting Division (DWP/ boxes) Ronald 0. Vazquez September 1, 2006 DATES OF RECORDS CITY CLERK RECORDS REVIEW In accordance with Section 12.5 (d) of the Los Angeles Administrative Code and the Mayor's Executive Directive No. 50, I hereby certify that the attached Request for Authority to Destroy Obsolete Records has been reviewed by my office and to the best of my knowledge is complete, accurate, and adequate. City Clerk staff have reviewed the request for historical content and removed any items of unique historical value. This file is therefore forwarded to your office for review and confirmation of consent on the attached Consolidated Request for Authority to Destroy Obsolete Records (Form Gen. 48a). FISCAL IMPACT STATEMENT The retention of 669 records boxes beyond the required retention time period, based on industry commercial standard rates, will continue to cost the City the equivalent of a minimum of $ per month, or $1, per year. Please return this letter and the enclosed documents to the City Clerk's Office for further processing to the City Council. If you have any questions please contact Todd Gaydowski of my Records Management Division at (213) FTM:KEK:TG:IS Attachments d0106 o:\records correspondence\dwpll dol boxes dor. wpd

3 RESOLUTION WHEREAS, the City Clerk has submitted a Request for Authority to Destroy Obsolete Records from 1908 through 1994 from the Department of Water and Power, and the request is signed by authorized designee Ronald 0. Vazquez, and is dated September 1, 2006; and WHEREAS, said records are fully described on the attached Request for Authority to Destroy Obsolete Records and are certified for destruction by the head of said department; and WHEREAS, none of said records: (a) affect title to real property or liens thereon; (b) are records of any court or any records required to be held by State statute; (c) are less than 2 years old, except those records with a shorter retention period specified by law; or (d) are minutes, ordinances, or resolutions of the City Council of the City of Los Angeles, or of any Board or Commission thereof; and WHEREAS, all other provisions of Section 12.5 of the Los Angeles Administrative Code have been complied with. NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Los Angeles, that, pursuant to the provisions of Section 12.5 of the Los Angeles Administrative Code, the destruction of said records within the limitations recommended by the Information Technology and Governmental Affairs Committee is hereby approved. I HEREBY CERTIFY that the foregoing Resolution was adopted by the Los Angeles City Council at its meeting of, JUNE LAGMAY- CITY CLERK BY Deputy Council File No.

4 Form Gen. 48a ) CITY OF LOS ANGELES consolidated Request For AUTHORITY TO DESTROY OBSOLETE RECORDS Honorable Council of the City of Los Angeles The following departments respectfully request authority to destroy the obsolete records listed herein. The records have been retained for the period of time prescribed on approved Records Retention Schedules and have been certified for destruction in accordance with Section 12.5 of the Los Angeles Administrative Code: DEPARTMENT PAGE(S) DEPARTMENT OF WATER AND POWER Accounting Division (DWP/11) boxes of Authorization Code Sheets 292 boxes of Authorization for Expenditure & Details 9 boxes of Authorization Vouchers 20 boxes of Construction Fund Billings 62 boxes of Correspondence-Chief Accountant 41 boxes of Department Transfers & Detail 22 boxes of Depreciation Tab 78 boxes of Detail of Miscellaneous Power (MP) Billings 2 boxes of Disaster Claims 48 boxes of Rented Equipment Voucher (Audit) Record 17 boxes of Shop Labor Tickets 27 boxes of Stores Material Charged to Job Cards, Tab Nos. 6 & 7 15 boxes of Surveys & Studies-Joint Cost Estimates 4 boxes of Transfer Vouchers 14 boxes of Transportation & Construction Equipment Billing to Work Orders Tab No. DWP11 d0106.div.wpd Consent of the City Attorney is hereby given in accordance with Section of the Government Code: [ l See attached lette~or e~ceptions. [] No exceptions. By ~-~~~"'----~:: ---/'--~~---=-- -~_. ~ Date 0/~ Council File No. c~

5 ANTON IO R. VILLARAIGOSA Commission RONALD F. DEATON, Geoe<al Manager Mayor MARY D N ICHOLS, President H. DAVID NAHAl, Vice Presidenc NICK PATSAOURAS EDITH RAMIREZ FORESCEE HOGAN-ROWLES BARBARA E. MOSCHOS, Secrewry Mr. Todd Gaydowski City Records Management Officer Office of City Clerk Space 320, Piper Technical Center 555 Ramirez Street Los Angeles, California Dear Mr. Gaydowski: August 31, 2006 Please process the following Request for Authority to Destroy Obsolete Records (Original/Official) forms for the Accounting (DWP-11) Division: FJ FJ FJ FJ FJ FJ Also enclosed is the approved Certification for Destruction of Records form, Request to Destroy Obsolete Records Summary, and Statement of Review of Records for Historical Value forms. If there are any questions regarding this transmittal, please contact me at (213) Enclosures Water and Power Conservation... a way of life 111 North Hope Street, Los Angeles, California Mailing address: Box 51111, Los Angeles Telephone: (213) Cable address: DEWAPOLA n~ R~ acd made ~om recydeo 1voslo. 'CJQ'

6 FJ August 31, 2006 Mr. Todd Gaydowski City Records Management Officer Office of City Clerk Space 320, Piper Technical Center 555 Ramirez Street Los Angeles, California Dear Mr. Gaydowski: Please process the following Request for Authority to Destroy Obsolete Records (Original/Official) forms for the Accounting (DWP-11) Division: FJ FJ FJ FJ FJ FJ Also enclosed is the approved Certification for Destruction of Records form, Request to Destroy Obsolete Records Summary, and Statement of Review of Records for Historical Value forms. If there are any questions regarding this transmittal, please contact me at (213) Sincerely, AT GARY E. WONG Records Manager Enclosures be: Gary Wong Angela Tatum

7 Form Gen 48b CERTIFICATION FOR DESTRUCTION OF RECORDS I hereby certify that the following determinations have been made for the records listed on the attached Request(s) for Authority to Destroy Obsolete Records: 1. The records are under the management or control of named department head; 2. The Records Retention Schedule minimum time limits have been satisfied; 3. The records listed are no longer required: a. For operations of named department or office, or b. For the operations of the City, or c. To satisfy a City Council policy adopted by resolution, or a City Council request, or d. By the City for administrative, historical, research, fiscal, legal, or cultural purposes, or e. By the City Clerk for the City Archives; and 4. The destruction of said records will not violate provisions of the State of California Government Code, Division 12 of the Los Angeles Administrative Code, or other applicable laws. In the event the destruction of a writing is under consideration and a copy thereof has been made by photographic reproduction, the following determinations have also been made: 1. At least two copies exist within the custody of the City, one of which is of Archival quality and is stored in accordance with Sec. 12.4(a)(1)B of the Los Angeles Administrative Code; 2. All conditions set forth in Sec of the Los Angeles Administrative Code and all standards and regulations otherwise adopted or required by law have been satisfied; and 3. The provisions of City Charter Sec. 434, where applicable, have been complied with. f my knowledge, the above determinations are true: BY c~~t. ~~~~~~~~~ Ron d 0. Vazquez Department/Bureau Department of Water & Power. Accounting DWP-11 Records Dated 1..:...:9::...:0::...::8 ::...:t::...:hc:...:: ro::...::u:.;:l gl.:..: h_1=-=9=9...:. 4

8 CITY OF LOS ANGELES DEPARTMENT OF WATER AND POWER INTRADEPARTMENTAL CORRESPONDENCE Date: May 10, 2006 To: y Obsolete Records - Chromium Statement In accordance with Division 12 of the City Administrative Code, records management staff routinely processes Authority to Destroy (ATD) Obsolete Records forms for the Department. Your signature on the approval line below confirms that no Chromium 6 chemical records or references to Chromium 6 are included in the following ATD package: DWP-11, Accounting ATD package FJ Time Period: ~ J999 Total boxes: 3,193 Cost & Project Accounting ~ Individual pkg totals: 850, 848, 826, and@ APPROVED: Ron u c: Office of the City Clerk File Copy

9 STATEMENT Ot- REVIEW OF RECORDS FOR HISl vrical VALUE The Original/Official records listed on the attached Request for Authority to Destroy Obsolete Records form(s) which are summarized below have been reviewed for historical value under procedures established by the Records Management Program of the Los Angeles Department of Water and Power. Business Unit: Accounting - Cost & Project (DWP-11) Date Range: RECORD TITLE Authorization Code Sheets Authorization for Expenditure & Details Authorization Vouchers. Construction Fund Billings, Correspondence-Chief Accountant Department Transfers & Detail, Depreciation Tab Detail of Miscellaneous Power (MP) Billings Disaster Claims Rented Equipment Voucher (Audit) Record Shop Labor Tickets. Stores Material Charged to Job Cards Tab No-6 & 7. Surveys & Studies-Joint Cost Estimat~s Transfer Vouchers Transportation & Construction Equipment Billing to Work Orders Tab No, NO. OF BOXES Total Boxes: Historical records, including any records relating to the Manzanar Relocation Center, have been removed and processed for permanent retention by the Los Angeles Department of Water and Power. Only obsolete record and/or non-record materials remain in the original boxes which are therefore subject to destruction under Division 12 of the City of Los Angeles Administrative Code. To the best of my knowledge, the above determinations are true. Historical Records Program Consultant: J f ~ tata.tl I ~.,. ~\. Date.5 /0/o.. I RMP Form Code 91015, Revision 1, 03/1992

10 CODE Rev FJ Request for AUTHORITY TO DESTROY OBSOLETE RECORDS Year Ending Records of WATER & POWER Accounting Cost & Project Accounting (Department/Bureau) (Division) (Unit) -=.2..:.0..:.0..:.5 Location of Records Sch. Item Item No. No. ' Records Retention Records Retention Center Schedule No. DWP Total Inclusive Dates Con f. Reten. Record Title (Same as on Schedule) Rec. Fonn No. Period From To Department Transfers & Detail 15 07/ /1988 Depreciation Tab 25 07/ /1975 ~ Original Records 0 Duplicate Records Storage Location Nos. Quantity , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , L The ab~cords ~re ;ubmitt~d~f=truction in accordance with Sec of the LA Administrativ:~~~~~: By Gt/e~ 1/.t/L By -/.td"! tj,~ Date ::>/1/0{o Department Retention Code: A=Audit AR = Annual Review C = Closed or Completion E = Expiration P = Permanent TOTAL BOXES L _3 Page 1 of 1 Pages S = Superseded T = Termination

11 CODE Rev FJ Request for AUTHORITY TO DESTROY OBSOLETE RECORDS Year Ending Records of WATER & POWER Accounting Cost & Project Accounting (Department/Bureau) (Division) (Unit) -=2-=-0..::.0.::.5 Location of Records Records Retention Records Retention Center Schedule No...::D..:.W:.:P_-..:1:.:1= Original Records 0 Duplicate Records Sch. Item Item No. No. ' ' By Retention Code: Total Inclusive Dates Cont. Reten. Record Title (Same as on Schedule) Rec. Form No. Period From To Rented Equipment Voucher (Audit) 15 07/ /1988 Record Shop Labor Tickets 15 07/ / ds are su. bmitted for destruction in ac~or nee with Sec of the L.A. Administrative c_ ode: '\jaj 1 ~ ;9 td., 11 7 ~,. daj ~'f!'_ N- LA-i~'="" By M ~ v" ~ Date 5t1/c G Division Head Department Head A = Audit AR = Annual Review C = Closed or Completion E = Expiration P = Permanent Storage Location Nos. Quantity , ' , , , , , , , , , , , , , , , , , , , ' , , , ' , , , 1~ , , , , , , , , , , , Page S = Superseded TOTAL BOXES 65 1 of 1 Pages T = Termination -

12 CODE Rev Request for AUTHORITY TO DESTROY OBSOLETE RECORDS Year Ending FJ -=2-=-0-=-0-=-5 Records of WATER & POWER Accounting Cost & Project Accounting (DepartmenVBureau) (Division) (Unit) Location. of Records Sch. Item Item No. No. '1 113 " ' Records Retention Records Retention Center Schedule No. DWP ~~~~ Con f. Total Reten. Inclusive Dates Record Title (Same as on Schedule) Rec. Form No. Period From To Stores Material Charged to Job Cards 15 06/ /1988 Tab Nos. 6 & 7 Surveys & Studies-Joint Cost T 07/ /1974 Estimates Transfer Vouchers 2 02/ /1993 Transportation & Construction 2 04/ /1991 Equipment Billing to Work Orders Tab No. 0 Original Records 0 Duplicate Records Storage Location Nos. Quantity , , ' , , ' , , , , , , , , , , , , , , , , TOTAL BOXES 60 The above reco~are s~b~i~ for destruction in accordance with Sec of the L.A. Administrative Code: ji~;:jj11 UL By ~d-t_ P. Date.5/ct(o~ By Division Heaa Retention Code: A=Audit AR = Annual Review E = Expiration P = Permanent Page 1 of 1 Pages S = Superseded T = Termination

13 CODE Rev Request for AUTHORITY TO DESTROY OBSOLETE RECORDS FJ Year Ending...:::...2.:..0.:..05= Records of WATER & POWER Accounting Cost & Project Accounting (Department/Bureau) (Division) (Unit) Location of Records Sch. Item Item No. No. ' 1 43 ' 2 45 Records Retention Records Retention Center Schedule No. DWP ~--~ Total Inclusive Dates Con f. Reten. Record Title (Same as on Schedule) Rec. Form No. Period From To Detail of Miscellaneous Power (MP) 10 01/ /1994 Billings Disaster Claims C+7 07/ / Original Records 0 Duplicate Records Storage Location Nos. Quantity , , , , , , , , , , , , ' , , , , , , , , , , , ,,395666, , , , , , , , , , , , t TOTAL BOXES 80 The abo/.~~rds ~resubmitted for destruction in accor~ce wi:~ Sec ~ of th:~ A. Administrativ.e C:de:,, By 6 IV~ jl /Jt, -- By if' Md..e; d. )"'t'~ Date 5/r / {J(p Division Head Department H Retention Code: A = Audit AR = Annual Review C = Closed or Completion E = Expiration P = Permanent Page S = Superseded 1 of 1 Pages T = Termination

14 CODE Rev Request for AUTHORITY TO DESTROY OBSOLETE RECORDS Year Ending FJ _2_0 o.;_s; _ Records of WATER & POWER Accounting Cost & Project Accounting (Department/Bureau} (Division} {Unit} Location of Records Sch. Item Item No. No. ' Records Retention Records Retention Center Schedule No. DWP Total Inclusive Dates Conf. Reten. Record Title (Same as on Schedule) Rec. Form No. Period From To Construction Fund Billings 10 07/ /1988 Correspondence-Chief Accountant 12 07/ / Original Records D Duplicate Records Storage Location Nos. Quantity , , , , , , , , , , , , , , , , , , , , , , , , , , , ' , , , The above records are submitted for destruction in accordance with Sec of the L.A. Administrative Code: By {... -~r.r;:<:z:: -.I.. "'v ""- k By j '. ~/ Date 0JCf(OtP l Departme Retention Code: AR,., Annual Review C = Closed or Completion E = Expiration P = Permanent TOTAL BOXES 82 Page 1 of 1 Pages S = Superseded T =Termination

15 COOE Rev Request for AUTHORITY TO DESTROY OBSOLETE RECORDS Year Ending FJ _2_o_o_5 Records of WATER & POWER Accounting Cost & Project Accounting (Department/Bureau) (Division) (Unit) Location of Records Sch. Item Item No. No ' Records Retention Records Retention Center Schedule No. DWP ~~ Total Inclusive Dates Con f. Reten. Record Title (Same as on Schedule) Rec. Form No. Period From To Authorization Code Sheets S+15 04/ /1984 Authorization Vouchers 10 Blank 12/1980 Authorizations for Expenditure & C+2 03/ /1985 Details 0 Original Records 0 Duplicate Records Storage location Nos. Quantity , , , ' , , , , , , , , , , , , , , , , ' , , , , , , , , , , , , , , , L The above mare mitte~ for destruction in accordance with Sec of the L.A. Administrative Code,: s,.ub1 By (J/ 11/~J 11 }A~ ~d..t d.~ Date of; q /0 (,. Division Head n~~~... ~~~ Retention Code: A = Audit AR = Annual Review C = Closed or Completion E = Expiration P = Permanent Page S =Superseded TOTAL BOXES of 1 Pages T = Termination