REQUEST FOR CITY COUNCIL ACTION
DATE: 08/21/2024
TO: Honorable Mayor and City Council Members
FROM: City Manager's Office - City Clerk
SUBJECT:
Title
RESOLUTION NO. 2024-072, APPROVING THE CITY-WIDE RECORDS RETENTION SCHEDULE
End
EXECUTIVE SUMMARY:
This staff report asks the City Council to update and amend the City-wide Records Retention Schedule to modernize the City's records retention requirements. This schedule will facilitate document management and specify the times and circumstances at which City Departments may purge obsolete physical and electronic records efficiently and legally pursuant to Government Code Sections 34090 through 34090.6 and the Secretary of State's Local Government Records Management Guidelines, as mandated by Government Code Section 12236 et seq.
RECOMMENDED ACTION:
Recommended action
That the City Council adopt Resolution No. 2024-072, approving the City-wide Records Retention Schedule.
Body
BACKGROUND & HISTORY:
Government Code Section 34090 provides a process whereby any City record which has served its purpose and is no longer required or is not classified as a "permanent record" may be destroyed as long as the destruction of said records follows a transparent statutory process and will not interfere with the services and functions of the City. Making periodic updates to a public agency's records retention in an open setting serves two purposes. First, the modern records retention schedule informs the public, staff, and public officials of the City's requirements for records management and lawful destruction. Second, an update like this provides a rational and responsible way to maintain critical documents while purging and streamlining the agencies' files of non-essential paperwork.
The Secretary of the State of California has established guidelines for the maintenance of records for local government agencies, including City and county agencies. These guidelines and the statutes cited above serve as the b...
Click here for full text