HERCULES CITY COUNCIL
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HERCULES ADOPTING AN UPDATED RECORDS RETENTION SCHEDULE AND RECORDS AND INFORMATION MANAGEMENT PROGRAM POLICY AND RESCINDING RESOLUTION 18-028.
WHERAS, the City has an obligation to maintain and store records in accordance with government laws and regulations and accepted records management practices; and WHEREAS, on April 24, 2018 the City Council adopted Resolution 18-028, adopting a new Records Retention Schedule and approving a Records Management Program; and WHEREAS, a records retention schedule should be reviewed on a regular basis to determine when amendments are needed; and WHEREAS, California Government Code (GC) Section 34090 et. seq. sets forth certain legal requirements relating to the retention of certain municipal records and provides a procedure whereby City records that have served their purpose and are no longer required may be destroyed; and WHEREAS, City staff finds that the current retention schedule does not accurately reflect all the city’s records, nor does it consistently contain references to relevant government codes that govern the retention of specific records; and WHEREAS, to be effective, the City of Hercules Records Management Program needs to be updated to include policies and procedures for the efficient and economical management of the creation, utilization, maintenance, retention, preservation and disposal of City records, in all formats, based on State statutes governing public records.
WHEREAS, the City hired Records Control Services (RCS), Inc., a firm specializing in government records management, which recommended updates to the city’s Records Retention Schedule and Records Management Program; and WHEREAS, RCS prepared a complete and comprehensive final draft of the records retention schedule and updated Records and Information Management (RIM) Program Policy which has been reviewed by the City staff and approved by the City Attorney.
NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Hercules adopts the updated City of Hercules Records Retention Schedule (Exhibit A) and the updated Records and Information Management (RIM) Program Policy (Exhibit B), which are both attached hereto and incorporated herein by this reference.
BE IT FURTHER RESOLVED that the City Council takes the following actions:
1. Resolution 18-028 is hereby rescinded and superseded by this resolution.
2. The City Council hereby recognizes that the adopted Records Retention Schedule and Policy may need amendments from time to time. With the approval of the City Manager and the City Attorney, the City Clerk or their designee shall have authority to amend the Retention Schedule and Policy from time to time in accordance with changes to State and Federal law that affect procedural requirements and retention periods of City records. All other amendments to the Records Retention Schedule and Policy shall be made by the City Council.
3. The Resolution shall become effective immediately upon adoption.
The foregoing Resolution was duly and regularly adopted at a regular meeting of the City Council of the City of Hercules held on the 12th day of November 2025 by the following vote of the Council:
AYES:
NOES:
ABSTAIN:
ABSENT:
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Dion Bailey, Mayor
ATTEST:
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Eibleis Melendez, City Clerk