RESOLUTION NO. __________
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CHULA VISTA DECLARING A TRUSTED SYSTEM FOR THE
MANAGEMENT OF RECORDS AND THE AUTOMATION OF
RETENTION REQUIREMENTS
WHEREAS, on March 13, 2018, the City Council adopted Resolution No. 2018-043, creating a Records Retention Schedule which established procedures for retaining City Records, and for disposing of City Records (Records) when they are no longer needed for administrative, fiscal, historical, or legal purposes; and
WHEREAS, section 34090, et seq, of the Government Code of the State of California provides the parameters whereby Records that have served their purpose and are no longer required may be destroyed, including the requirement that certain Records be reproduced on a "Trusted System," as defined in California Government Code Section 12168.7, prior to destruction; and
WHEREAS, California Government Code Section 12168.7 provides uniform statewide standards for storing documents in electronic media; and
WHEREAS, the Secretary of State has adopted Trustworthy Electronic Document or Record Preservation regulations, located in Chapter 15, Division 7, Title 2 of the California Code of Regulations, which govern the recording, storing, and reproducing of Records in electronic media where the intent is to destroy the original hardcopy and maintain the electronic copy as the official Record; and
WHEREAS, the City Clerk has worked to ensure the City's content management system, and Records stored within the system, are kept in accordance with the State's Trusted System requirements and the Trustworthy Electronic Document or Record Preservation regulations; and
WHEREAS, the City Council approved amendments to Council Policy 112-01 establishing a Policy instituting the City’s standards for proper management of Records; and
WHEREAS, the City uses Laserfiche to electronically store Records in PDF and/or TIFF format; and
WHEREAS, folder level permissions and restrictions have been established in Laserfiche to ensure only appropriate personnel have access to certain Records; and
WHEREAS, Records and Information Management Procedures, attached here to as Exhibits 1 and 2, have been developed for the implementation of the Retention Schedule and to provide for the routine scanning, uploading, saving, importing, and disposing of Records in Laserfiche during the normal course of business; and
WHEREAS, collectively, the City's comprehensive Records Retention Schedule, Records and Information Management Policy, Records and Information Management Procedures, and the Laserfiche technology constitute a Trusted System in accordance with State law; and
WHEREAS, in the future, other technologies, in addition to Laserfiche, may be designated separately as a Trusted System.
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Chula Vista, as follows:
1. The City Council hereby finds that the facts set forth in the recitals to this Resolution are true and correct and establish the factual basis for the City Council’s adoption of this Resolution.
2. Laserfiche is declared the City’s Records storage repository.
3. Laserfiche is backed up and the backup copy is stored offsite on a routine schedule in a format that cannot be altered.
4. The Records and Information Management Procedures attached hereto as Exhibits 1 and 2 have been implemented and are considered the approved procedures for the management of electronic Records and the City Clerk, with the approval of the City Attorney, is hereby authorized to make periodic procedural updates to Exhibits 1 and 2 as required.
5. The City Council hereby declares the adopted Retention Schedule, Records and Information Management Policy, Records and Information Management Procedures, and Laserfiche technology collectively establish the City of Chula Vista’s Trusted System.
6. This Resolution shall take effect immediately upon its adoption.
Presented by Approved as to form by
Kerry K. Bigelow, MMC Glen R. Googins
City Clerk City Attorney