HAYWARD CITY COUNCIL
RESOLUTION NO. 23-____
Introduced by Council Member _____________
RESOLUTION ADOPTING THE RECOMMENDED REVISIONS TO THE RECORDS RETENTION PROGRAM POLICY AND SCHEDULE WHEREAS, it is necessary for the efficient operation of the City of Hayward to follow a procedure for the retention of certain vital City documents and other records in accordance with Federal and State regulations; and
WHEREAS, Resolution 93-071 established the City's Records Retention Program (Policy and Schedule) to manage and retain documents in a responsible, economical, and timely manner; and WHEREAS, Resolution 03-069 adopted revisions to the City’s Records Retention Program based on Government Code Section 12236 requiring the Secretary of State to establish, publish, update, and maintain on a permanent basis guidelines for local government records retention; and WHEREAS, the City's Records Retention Program was developed into a City administrative rule – Administrative Rule 1.9 – to ensure records are reviewed on an annual basis; and WHEREAS, during 2011 and 2017, the Records Retention Program was revised, through the City’s Administrative Rule 9.1, to include organizational changes, improve the presentation of information and create forms to facilitate the purge of eligible records; and WHEREAS, no legal challenges have been raised to the 2011 and 2017 revisions to the Records Retention Program to date; and WHEREAS, in 2022 and 2023, City Staff identified additional revisions necessary to update and streamline the Records Retention Program.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Hayward hereby adopts the revisions to the Records Retention Program (Policy and Schedule), incorporating by reference the revisions from 2011 and 2017, a copy of which is attached herewith as Attachment III.
IN COUNCIL, HAYWARD, CALIFORNIA ___________________, 2023 ADOPTED BY THE FOLLOWING VOTE:
AYES: COUNCIL MEMBERS:
MAYOR:
NOES: COUNCIL MEMBERS:
ABSTAIN: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
ATTEST: _______________________________________
City Clerk of the City of Hayward
APPROVED AS TO FORM:
___________________________________________
City Attorney of the City of Hayward
ATTACHMENT II
ATTACHMENT II