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RESCIND CITY COUNCIL RESOLUTION 09-0147 AND REPLACE WITH RESOLUTION AUTHORIZING THE REVISED CITYWIDE RECORDS RETENTION SCHEDULE AND INCLUDING A BIENNIAL UPDATE PROVISION
recommended action
RECOMMENDATION
It is recommended that the City Council adopt a resolution to update and revise the Citywide Records Retention Schedule and include a biennial update provision. (Note: a hard copy of the revised Records Retention Schedule including a red-line version is on file in the Office of the City Clerk for review.)
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Summary
The adoption of this revised Citywide Records Retention Schedule will ensure that the City assigns to its records the appropriate storage and retention policies in compliance with the California Government Code and other applicable state and federal laws. In addition, as e-discovery laws continue to evolve, it is imperative that the City put in place a retention schedule that provides for a biennial review to ensure that records retention is governed by the most current, relevant laws.
DISCUSSION
Background
On June 2, 2009, the City Council approved Council Resolution No. 09-0147, adopting the Citywide Records Retention Schedule. Since its adoption, the City Clerk's Office has been updating the schedules as requested by Departments and holding training sessions with each Department on the use and implementation of the Records Retention Schedule. In addition, the City has, through membership in professional organizations, been made aware of the requirements of the California Government Code as it relates to Document and Content Management.
In the future, the City plans to implement a robust Citywide Enterprise Content (and Records) Management (ECM) System. In preparation for the implementation of the ECM, it is necessary to periodically fully revise the schedules for all Departments, as organizational changes and operational changes take place.
Present Situation
Updates to the Records Retention Schedule have been facilitated by Gladwell Governmental Services, Inc. (GGS), who prepared the original retention schedule for the City. GGS has met with staff from all departments to determine the need for additions and changes to existing classifications.
By setting a two (2) year schedule for updating the Schedule, the City helps ensure that it will remain in compliance with applicable laws governing the use and destruction of records.
The changes to the schedule were submitted to the City Attorney's Office for final review and approval. The City Attorney's Office has completed review of the schedule and has confirmed and revised the information contained in the schedule as applicable to this City.
The attached resolution provides for a review, update, and revision of the Records Retention Schedule every two (2) years, and delegates the authority to make future changes to schedules with the consent of the City Clerk, City Manager, and City Attorney.
FINANCIAL SUMMARY
There is no cost to the City to adopt the revised Records Retention Schedule.