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55A - RESO - RECORDS RETENTION AND DESTRUCTION POLICY
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04/01/2013
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55A - RESO - RECORDS RETENTION AND DESTRUCTION POLICY
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Last modified
4/15/2013 3:20:14 PM
Creation date
4/1/2013 9:43:10 AM
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City Clerk
Doc Type
Agenda Packet
Agency
Clerk of the Council
Item #
55A
Date
4/1/2013
Destruction Year
2018
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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />APRIL 1, 2013 <br />TITLE: <br />RESOLUTION: ADOPTION OF THE <br />CITYWIDE RECORDS RETENTION AND <br />DESTRUCTION POLICY <br /> <br />CITY MANAGER <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />? As Recommended <br />? As Amended <br />? Ordinance on 151 Reading <br />? Ordinance on 2"d Reading <br />? Implementing Resolution <br />? Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />Adopt a resolution amending the Citywide Records Retention and Destruction Schedule <br />which will protect useful and vital records, identify historically valuable records, and assure <br />the prompt and systematic disposal of records that are obsolete. <br />DISCUSSION <br />The City has had a Records Retention and Destruction Schedule "Policy" since 1994 and <br />has amended the Policy several times since first adopted. <br />On September 4, 2012, the City Council adopted a moratorium on the destruction of records <br />until a revised Policy was approved by the City Council. The attached Policy has been <br />reviewed by the respective departments and the City Attorney. The Policy reflects changes <br />in the records systems resulting from new State guidelines, departmental updates and <br />records retained in various medium types. All proposed changes identified in red in the <br />Policy are considered "clean-up" in nature and either meet or exceed the State and Federal <br />record retention requirements. <br />Approval of the schedule will provide a legal basis for destruction of obsolete records, and <br />will free up office space and staff time. We believe that the schedule meets the goals of <br />protecting useful and vital records, identifying historically valuable records, and assuring the <br />prompt and systematic disposal of records that are obsolete. <br />BACKGROUND <br />State law allows for the destruction of records pursuant to a record retention schedule (Gov. <br />Code § 60201(b).). The City may not, however, destroy vital records, pending claims, title to <br />55A-1
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