CITY COUNCIL STAFF REPORT
DATE: JANUARY 14, 2026 CONSENT CALENDAR
SUBJECT: DESTRUCTION OF OBSOLETE RECORDS PURSUANT TO THE
ADOPTED RECORDS RETENTION SCHEDULE AND DESTRUCTION
PROCEDURE
FROM: Scott C. Stiles, City Manager
BY: Office of the City Clerk
RECOMMENDATION:
Adopt a Resolution entitled, “A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF PALM SPRINGS, CALIFORNIA, AUTHORIZING THE DESTRUCTION OF RECORDS (AS IDENTIFIED ON EXHIBIT “A”) AND IN COMPLIANCE WITH THE RETENTION SCHEDULE ADOPTED PER RESOLUTION NO. 25239.”
BACKGROUND:
On July 25, 2024, the Palm Springs City Council adopted Resolution No. 25239 implementing an updated records retention schedule and destruction process. Resolution No. 25239 superseded the previous record retention Resolutions Nos. 19644 and 21227 adopted on September 15, 1999, and March 16, 2005. The purpose of the records retention schedule is to identify and establish a process to dispose of obsolete records.
The retention schedule was developed in compliance with California Government Code Section 34090 et seq. and will be under periodic review to comply with changes in applicable retention laws.
In accordance with the approved retention and destruction process, attached is “Exhibit A,” the destruction request form. The request forms are drafted under the oversight of the respective department heads, with review by the City Clerk and City Attorney.
STAFF ANALYSIS:
Staff continue to review destruction-eligible records to comply with State law and the City’s approved retention and destruction schedule. In addition, proper records management will mitigate off-site storage costs. Staff are also pursuing the destruction of obsolete physical records to better utilize office and storage space at various City worksites. The destruction of obsolete records is format neutral, including both digital and
City Council Staff Report
January 14, 2026 -- Page 2
Destruction of Obsolete Records
physical records that have met the approved retention period.
The attached Exhibit “A” is a request by the Palm Springs Fire Department for the destruction of electronic records in accordance with the City’s adopted retention schedule.
The City’s adopted retention of these records is 10 years and exceeds the requirements set forth by the state set forth in the California Fire Code, Title 24, Part 9, Section 104.7.1, which indicates a minimum retention period of 5 years.
ALIGNMENT WITH STRATEGIC PLANNING:
Approval of this action supports the City Council's Strategic Plan Broad Goal of Financial and Organizational Well-Being.
FISCAL IMPACT:
Destruction of obsolete records will reduce the costs associated with off-site document storage and records management.
REVIEWED BY:
Department Director: Brenda Pree
City Manager: Scott Stiles
ATTACHMENTS:
A. Draft Resolution
B. Exhibit “A” – Records Destruction Request Form (Fire Department)