City Council
Staff Report
From: City Clerk
Report Type: CONSENT CALENDAR
Meeting Date: June 16, 2025
Report #:2504-4575
TITLE
Adoption of a Resolution Revising the Citywide Records Retention Schedule and Repealing Resolution No. 9565; CEQA Status – Not a Project
RECOMMENDATION
Staff recommends that the City Council adopt a Resolution adopting a revised Records Retention Schedule and repealing Resolution No. 9565.
BACKGROUND
The City Clerk’s Office oversees the administration and retention of the City’s official records through the Records and Information Management (RIM) Program. The program facilitates public access to City information, protects the City’s vital records, provides a process for the disposal of obsolete records, and provides the availability of essential information for the resumption of operation in the event of a major disaster.
The City’s Records Retention Schedule is an integral part of the RIM Program. The Schedule describes the type of records each department maintains, how long records will be retained and the relevant statutory reference, and department remarks, if any. Departments use their respective retention schedule to organize and properly dispose of obsolete records past their retention date.
ANALYSIS
The City last updated its Records Retention Schedule in 2015 1. Staff from the City Clerk’s Office, City Attorney’s Office, and each department collaborated on the Schedule update. The revised schedule includes updated statutory references, reflects recordkeeping best practices, and incorporates department needs and preferences, subject to retention requirements.
Departments may retain certain records longer than the statutory minimum desired or Redline 1 City Council, December 7, 2015; Agenda Item #9; SR #6392 https://portal.laserfiche.com/Portal/DocView.aspx?id=57088&repo=r-704298fc&
and clean versions of the revised Schedule are included as Attachment B and Attachment C. versions of the revised Schedule are included as Attachment B and Attachment C.
FISCAL/RESOURCE IMPACT
There is no fiscal impact.
STAKEHOLDER ENGAGEMENT
Departments developed Records Retention Schedules in cooperation with the offices of the City Clerk and City Attorney to address the records held by each respective department. Owning departments have reviewed their respective schedules for administrative, historical, and fiscal value. The City Attorney’s Office has reviewed and approved the Retention Schedules for compliance with records retention regulations.
ENVIRONMENTAL REVIEW
City Council action on this item is not a project as defined by CEQA because it is an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. CEQA Guidelines section 15378(b)(5).
ATTACHMENTS
Attachment A: Resolution Adopting a Citywide Records Retention Schedule and Repealing Resolution No. 9565
Attachment B: 2025 Records Retention Schedule - Redline Attachment C: 2025 Records Retention Schedule - Clean
APPROVED BY:
Mahealani Ah Yun, City Clerk
Staff: Christine Prior, Deputy City Clerk