Legislative Public Meetings

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File #: 18-1115   
Type: Report to Council Status: Passed
Meeting Body: City Council
On agenda: 12/18/2018
Title: Adopt a Resolution Revising the Citywide Records Retention and Destruction Program Policy and Schedule (Rescheduled from 12/4/2018, RTC 18-0898)
Attachments: 1. Resolution, 2. 2018 Records Retention Schedule with Edits
REPORT TO COUNCIL

SUBJECT
Title
Adopt a Resolution Revising the Citywide Records Retention and Destruction Program Policy and Schedule (Rescheduled from 12/4/2018, RTC 18-0898)

Report
BACKGROUND
In February 2010, Council adopted Resolution No. 420-10 establishing a Citywide Records Retention and Destruction Program Policy and Schedule (Records Retention Schedule) providing a critical tool toward effective and economical records management in accordance with Government Code section 34090, et seq. and numerous other federal, state and local codes (RTC No. 10-040). The Records Retention Schedule provides clear and precise information for records management and enables staff to more efficiently control inventory of active, inactive and expired records. Additionally, it also provides the City with the legal authority to dispose of records that have reached the end of their required retention period.

This item was placed on the Council agenda of December 4, 2018 (RTC No. 18-0898). As staff began to draft a response to a Council question regarding the Records Retention Schedule, staff requested that the item be pulled from the agenda and advised Council that it would be placed on the December 18, 2018 agenda to allow staff to make revisions and clarifications to the Records Retention Schedule regarding election-related records.

EXISTING POLICY
Administrative Policy Manual Chapter 5 - Information Management Article 5

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
Pursuant to the Administrative Policy Manual regarding information management, City staff submits for Council's consideration revisions to the City's Records Retention Schedule to assure it remains in c...

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