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Staff Report
City Council
Item No. 3.A
Meeting Date: October 12, 2022
From: Tracey Hermosillo, City Clerk
Title: Presentation Updated Records Retention Schedules
RECOMMENDATION:
This is a presentation only. There is no formal action required.
BACKGROUND:
Cathedral City selected Gladwell Governmental Services, Inc., an expert in local government records, to upgrade its records management program, including the Record’s Retention Schedule. An upgrade in the existing program was necessary to reduce current and future records storage costs, eliminate duplication of effort, increase efficiency, and take advantage of current technology and changes in law. The last time the City’s Record’s Retention Schedule was updated was in 2015.
DISCUSSION:
The upgrade of the current records management system is driven by many factors, including:
• Limited space in City facilities
• Many departments are filing and storing copies of the same records • Cathedral City produces and manages many permanent records • Technology advancements
• Changes in law
The purpose of the program is to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation and disposal of all records managed by the City.
The proposed retention periods are in compliance with all laws and are standard business practice for California cities and were written interactively with representatives from all departments participating in the project. They provide clear, specific records descriptions and retentio n periods, and apply current law and technology to the management of City records. Upon approval of the proposed Records Retention Schedule, the City will begin to move forward with an electronic filing system to further increase efficiency. B y identifying which department is responsible for maintaining the original record, establishing clear retention periods for different categories of records,
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and implementing an electronic filing system, the C ity will realize savings in labor costs, free-up filing cabinet space and realize operational efficiencies.
Staff is proposing that the City Council adopt a Resolution adopting a Records Retention Schedule. The Resolution also authorizes the routine destruction of records that have exceeded their adopted retenti on period upon the request of the Department Head and the consent in writing of the Department Head, City Clerk, and City Attorney, which is standard business practice for California cities , and authorizes updates to the schedule without further action of the City Council , which is also stan dard business practice for California cities. Staff is also proposing that the City Council , serving as the Board for the Successor Agency to the Redevelopment Agency of the City of Cathedral City, adopt a Resolution rescinding Resolution SA-2015-02, which adopted a Records Retention Schedule for those documents retained by the Successor Agency; those documents have been incorporated into the updated schedule and are included in the proposed Resolution.
The proposed Resolutions and Records Retention Schedules are attached for Council’s review. These Resolutions will be brought back to Council for consideration at the October 26, 2022, Council Meeting . Also attached is an analysis of the proposed changes to the existing schedules.
FISCAL IMPACT:
There is no fiscal impact with this item.
ATTACHMENTS:
__How to Use Retention Schedules FY 21-22
__Retention Legend - FY 21-22
_CITY WIDE
Building and Safety
City Clerk
City Manager
Code Compliance
Communications and Events
Economic Development
Engineering
Facility Maintenance
Finance
Fire
Human Resources
Information Technology
Managment Information Systems (MIS)
Parks and Park Maintenance
Planning
Police
Public Works
Risk Management
Building - changes from 2015 to 2022 Proposed
City Clerk - changes from 2015 to 2022 Proposed
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City Manager - changes from 2015 to 2022 Proposed
Code Compliance - changes from 2015 to 2022 Proposed
Engineering - changes from 2015 to 2022 Proposed
Finance - changes from 2015 to 2022 Proposed
Fire - changes from 2015 to 2022 Proposed
Planning - changes from 2015 to 2022 Proposed
Police - changes from 2015 to 2022 Proposed
Public Works - changes from 2015 to 2022 Proposed
Successor Agency - changes from 2015 to 2022 Proposed
Resolution Records Retention Schedule 2022
Resolution 2022-Records Retention SA