REPORT TO COUNCIL
SUBJECT
Title
Adopt a Resolution to Update the Citywide Records Retention and Destruction Schedule to Align with Current Business Practice and Statutes
Report
BACKGROUND
In February 2010, Council adopted Resolution No. 420-10 establishing a Citywide Records Retention and Destruction Policy and Schedule that provides guidelines for an effective and economical records management program (RTC No. 10-040). The Records Retention Schedule (RRS) is a compilation of citywide record series and their established retention periods in compliance with various federal, state and local statutes. An adopted RRS provides legal authority for the City to dispose of official public records once they have reached the end of their established retention period.
The Citywide RRS is reviewed, amended and updated whenever change(s) occur that impact the keeping or disposing of City's records. The RRS was last updated in December 2024 (RTC No. 24-1129).
EXISTING POLICY
Administrative Policy Chapter 5, Information Management, Article 5 Records Management
ENVIRONMENTAL REVIEW
The action being considered does not constitute a "project" within the meaning of the California Environmental Quality Act ("CEQA") pursuant to CEQA Guidelines section 15378(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.
DISCUSSION
The RRS has been reviewed and updates to retention periods are proposed to align with current business practices and statutes. Records coordinators from each department provided input on department specific records. Staff consulted the Office of the City Attorney to ensure the RRS complies with government records retention regulations. City Council action to adopt a resolution (Attachment 1) revising the RRS as described is required to implement the modified Schedule. A redlined copy of the changes to the RRS is included as part of Attachment 1 for reference. The spec...
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