REPORT TO COUNCIL
SUBJECT
Title
Adopt a Resolution to Update and Reformat the Citywide Records Retention and Destruction Schedule
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 City's RRS was last updated in December 2018 (RTC No. 18-0898).
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 City contracted with Cadence Group (consultant) to perform a comprehensive assessment of the City's Records and Information Management program to better understand best practices in transitioning from paper-based records storage and business processes to electronic records storage and business processes. A key recommendation by the Consultant is to simplify the RRS, including reducing the number of record categories. In addition, simplifying the RRS will facilitate the transition to electronic records storage and ease compliance (i.e., consolidate/group common business functions into broader ca...
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