65A - RPT - RECORDS RETENTION AND DESTRUCTION POLICY

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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: July 3, 2006 TITLE: ADOPTION OF THE REVISED CITYWIDE RECORDS RETENTION SCHEDULE - C! MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ? As Recommended ? As Amended ? Ordinance on 151 Reading ? Ordinance on 2nd Reading ? Implementing Resolution ? Set Public Hearing For CONTINUED TO FILE NUMBER Adopt a resolution amending the Citywide Records Retention Schedule. DISCUSSION The Citywide Records Retention Schedule is a joint project of the City Manager, City Attorney and the Clerk of the Council to manage the City's public records. A Citywide Records Team was formed in 1993 to plan and implement the project. In 1994, the City Council adopted Resolution 94-048 that established a Citywide Records Retention Schedule. In 1998, this resolution was amended to update the schedules for all city agencies. Since 1998, various resolutions have been adopted by the City Council making minor changes to the Citywide Records Retention Schedule. Due to changes in the way the City conducts many of its business practices, or changes in legal records-keeping requirements, it became essential to reactivate the Citywide Records Team in 2004 to review the City's Records Management program to determine if records retention schedules for all city agencies were accurate and appropriate. The Citywide Records Team, comprised of representatives from each city agency, revised the Citywide Records Retention Schedule to comply with new city, state, or federal mandates, and, to reflect changes in the way records are created and/or maintained. The attached resolution reflects changes in the records schedules resulting from the efforts by this team, and includes updates for all city departments. The schedule has been reviewed by the respective departments and the City Attorney. EXHIBIT 1 65A-3