55A - RESO - RECORDS RETENTION AND DESTRUCTION POLICY

Home Browse Search

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