Citywide Records
Management Program
Update and Adoption of
Records Retention Schedule
Angela Martin-Van der Baan, Records Manager
Cristal McDonald, City Clerk
City Council Meeting - December 5, 2023
Item No. 16
Received After Agenda Printed
12/5/23 - Regular Meeting
Item 15 - Staff Presentation
2 Legal Authority, Standards, and Best Practices
Records Management
3 The City of Murrieta’s Records Management Practices (1991-2020) Successes
• Implemented a Records Management
Program
• MUFFS Filing System
• Established a Records Retention
Schedule
• Amendments to the Records Retention
Schedule
• Adopted City Council Policy No. 100-29
• Paperless Initiative
• Public Records Act Request Portal
Records Management
Challenges
• Staff Turnover
• Conflicting/Inadequate Policies
• Implementation of Initiatives & Software
without Proper Training
• Competing Priorities
• Antiquated Procedures
• Limited Resources/Space
• Lack of Inventory
4 The City of Murrieta’s Records Management Practices (2021-Present) Successes
• City Manager, City Attorney & Executive
Team Support
• City Clerk Expertise in Records
Management ≈ 17 years
• Department Reorganization
• + Records Manager ≈ 13 years
• + Two Project-Based Temporary
Employees
• City Staff Training & Assistance
• Inventorying
• Proper Use of Public Records Request
Online Portal
Records Management
Challenges
• Review of Prior Methods & Practices
• Technology/Software Use
• Public Records Accessibility
• Conflicting Policies/Procedures
• Substandard Compliance
• Competing Priorities
• Antiquated Procedures
• Organizational Detachment
• Limited Resources/Space
• Costs
5 What are the Benefits?
• Minimizes risk
• Legal compliance
• Eliminates duplicity by identifying one Office of
Record (OFR)
• Identifies clear guidance on active vs. non-
active records
• Destruction eliminates unnecessary need for
storage (paper or electronic)
Records Retention
Schedule
What is a Records Retention Schedule?
• A policy document that ensures
compliance with various laws &
regulations.
• Amend as-needed with a new
Records Retention Schedule
adopted every 5-years.
6 Timing & Efforts
Timing (2023)
• January - New Records Retention
Schedule Kickoff
• January - May Department Meetings
• May - City Attorney’s Office Initiated a
Rolling Review
• June –September – Department Director
Approvals
Records Retention
Schedule
• September – October City Clerk
Determinations
• November – Finalized
• December – Present to City Council
7 Notable Changes
Notable Changes
• Non-Infrastructure Contracts
Permanent to Completion +10 years
• Building Plans (Residential &
Appurtenances) 2023 and after
Permanent to 10 years
• Employee W-2’s
20 years to 5 years
Records Retention
Schedule
• Mylars (AKA As-Builts)
Permanent – OK to destroy paper
• Planning Landscaping Plans
Permanent to 15 years
• Commission Applications
Permanent to 2 years
8 Information Governance & Benefits
Records Management
• Integrity
• Accessibility
• Standardization
• Reduction of Risk
• Preservation
• Automation
• Accountability
• Data Quality
• Cost Savings
• Technological
Advancements
9 Responsibly and transparently manage the
creation, maintenance, and preservation of
accurate and accessible public records, in
accordance with legal requirements and best
practices while ensuring the protection of
citizens' rights to access and privacy.
City of Murrieta
Records Management
Adopt Resolution No . 23- 4719 entitled : A Resolution of the City Council of the City of Murrieta, California,
Rescinding All Prior Records Retention Resolutions and
Policies and Adopting a Records Retention Schedule;
and
Direct the City Clerk to develop a Records
Management Administrative Policy upon approval of
Resolution No . 23- 4719.
Recommendation: