Report to City Council
ID: 26-0115 Page 1
TO: Mayor and City Council
FROM: Patty Rodriguez, Manager of the Office of Mayor and City Council/City Clerk
AGENDA DATE: March 17, 2026
TITLE: RESOLUTION UPDATING THE RECORDS RETENTION
SCHEDULE (REPORT OF: CITY CLERK) (DISTRICT:
ALL DISTRICTS)
TITLE SUMMARY: Records Retention Schedule Update
DISTRICT: All Districts
Recommendation(s)
That the City Council:
1. Adopt Resolution 2026-__ Updating the Records Retention Schedule.
SUMMARY
The City is updating its records management program, including its records retention policies. The adoption of this retention schedule will result in efficiency gains and cost savings.
DISCUSSION
Moreno Valley selected Gladwell Government Services, inc., an expert in local government records, to update its records management program. An update 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.
ID: 26-0115 Page 2
The updates of the current records management syste ms are driven by many factors, including:
Very limited space in City facilities
Many departments are filing and storing copies of the same records Moreno Valley produces and manages many permanent records Escalating records storage expenses
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 retention periods are in compliance with all laws and are standard business practice for California cities.
It is standard business practice for California cities to authorize the routine destruction of records that have exceeded their adopted retention period, upon the request of the Department Head and with the consent in writing of the Department Head, City Clerk and City Attorney, which is provided in Section 2 of the resolution. This will reduce costs and improve efficiency for the City.
It is also standard business practice for Cali fornia cities to authorize updates to the schedule without further action of the City Council, which is provided in Section 3.
ALTERNATIVES
1. Not updating the Records Retention Schedule, which would result in utilization of the existing schedule, which may be out of date and not in compliance with current laws.
FISCAL IMPACT
Moreno Valley will realize significant savings both in labor and storage expenses ; including the avoidance of future storage and/or construction costs.
NOTIFICATION
Posting and distribution of the agenda.
PREPARATION OF STAFF REPORT
Prepared By: Department Head Approval:
Sonia Gomez Patty Rodriguez
Senior Deputy City Clerk Manager of the Office of the Mayor & City Council/City Clerk
ID: 26-0115 Page 3
CITY COUNCIL GOALS
Public Facilities and Capital Projects: Ensure that needed public facilities, roadway improvements, and other infrastructure improvements are constructed and maintained.
CITY COUNCIL STRATEGIC PRIORITIES
1. Economic Development
2. Public Safety
3. Library
4. Infrastructure
5. Beautification, Community Engagement, and Quality of Life
6. Youth Programs
ID: 26-0115 Page 4
Report Approval Details
Document
Title:
STAFFREPORT_CC_RECORDS_RETENTION_SCHEDULE_2026.do
cx
Attachments
:
- Exhibit A_All Records Retention Schedules_2026 Schedules.pdf - Exhibit B_2026_Resolution Records Retention.pdf
Final
Approval
Date:
Mar 11, 2026
This report and all of its attachments were approved and signed as outlined below:
Natalia Medina
Felicia London, MPA
Launa Jimenez
Brian Mohan
Patty Rodriguez