RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RIVERSIDE, CALIFORNIA ADOPTING THE RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS FOR ALL CITY DEPARTMENTS AND AUTHORIZING THE DESTRUCTION OF CERTAIN CITY RECORDS AND REPEALING RESOLUTION NO. 23548.
WHEREAS, SEQ CHAPTER \h \r 1different City records should be kept for various lengths of time in order to comply with the provisions of law and needs of the City; and WHEREAS, certain records can be legally and properly destroyed and Section 34090 of the California Government Code sets forth a procedure whereby a City record which has served its purpose and is no longer required may be destroyed; and WHEREAS, said procedure requires the approval of the legislative body by resolution as well as certain other requirements as to the retention schedule, and this resolution is intended to provide such legislative approval; and WHEREAS, this resolution is further intended to amend and repeal the existing records retention schedules for all City departments, which will facilitate the orderly and efficient retention and destruction of the records of the City.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Riverside as follows:
Section 1: The records of the City departments of the City of Riverside, as set forth in the approved departmental Records Retention Schedule: City-Wide Standards collectively attached hereto as Exhibit “A” and incorporated herein by reference, are hereby authorized to be destroyed as provided by Section 34090 of the Government Code of the State of California and in accordance with the provisions of said schedule without further action by the City Council of the City of Riverside, provided, however, that no records may be destroyed pursuant to said schedule without the prior written approval of the department head and the City Attorney. This schedule applies to all records regardless of media, e.g., paper, electronic, microfilm, etc.
Section 2: The provisions of Section 1 above does not authorize the destruction of records affecting the title to real property or liens thereon, original court records, records required to be kept by statute, records of less than two years old not subject to statutory exceptions, and the minutes, ordinances, or resolutions of the legislative body or of a City board or commission.
Section 3: The destruction of any record as provided for herein shall be by burning, shredding or other effective method of destruction and said destruction shall be witnessed by the City Clerk or a designated representative.
Section 4: Pursuant to the procedures described in Section 34090.5 of the Government Code of the State of California as that section exists on the date of the adoption of this resolution or as it may be amended in the future, and notwithstanding the provisions of Section 5 of this resolution, the City officer having custody of public records, documents, instruments, books, and papers, may without the approval of the City Council or the written consent of the City Attorney, cause to be destroyed any or all of the records, documents, instruments, books, and papers, if all of the following conditions are complied with:
(a) The record, paper, or document is photographed, microphotographed, reproduced by electronically recorded video images on magnetic surfaces, recorded in the electronic data processing system, recorded on optical disk, reproduced on film or any other medium that is a trusted system and that does not permit additions, deletions, or changes to the original document, or reproduced on film, optical disk, or any other medium in compliance with Section 12168.7 of the Government Code for recording of permanent records or nonpermanent records. (b) The device used to reproduce the record, paper, or document on film, optical disk, or any other medium is one which accurately and legibly reproduces the original thereof in all details and that does not permit additions, deletions, or changes to the original document images. (c) The photographs, microphotographs, or other reproductions on film, optical disk, or any other medium are made as accessible for public reference as the original records were. (d) A true copy of archival quality of the film optical disk, or any other medium reproductions shall be kept in a safe and separate place for security purposes. (e) No page of any record, paper, or document shall be destroyed if any page cannot be reproduced on film with full legibility. Every unreproducible page shall be permanently preserved in a manner that will afford easy reference.
Section 5: The reproduction of an original record produced in accordance with Section 4 shall be deemed to be an original record and a transcript, exemplification, or certified copy of any reproduction shall be deemed to be a transcript, exemplification, or certified copy of the original.
Section 6: Updates are hereby authorized to be made to the Records Retention Schedule: City-Wide Standards, without any further action by the City Council, with the consent of the department head, City Clerk, City Attorney and City Manager.
Section 7: Resolution No. 23548 is hereby repealed in its entirety.
ADOPTED by the City Council this ____ day of ________________, 2025. ___________________________
PATRICIA LOCK DAWSON
Mayor of the City of Riverside
Attest:
_____________________________
DONESIA GAUSE
City Clerk of the City of Riverside
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I, Donesia Guase, City Clerk of the City of Riverside, California, hereby certify that the foregoing resolution was duly and regularly adopted at a meeting of the City Council of said City at its meeting held on the ____ day of ______________, 2025, by the following vote, to wit:
Ayes:
Noes:
Absent:
Abstain:
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of Riverside, California, this ________ day of _________________, 2025. _________________________________
DONESIA GAUSE
City Clerk of the City of Riverside
FILENAME \p \\Rc-citylaw\cycom\WPDocs\D016\P026\00510797.DOC 25-0054 DKC 02/27/25
EXHIBIT “A”
RECORDS RETENTION SCHEDULES
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MACROBUTTON None FirmName1_1 , MACROBUTTON None FirmLegalStatus1_1 CITY ATTORNEY’S OFFICE
3750 UNIVERSITY AVENUE,
RIVERSIDE, CA 92501
(951) 826-5567
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MACROBUTTON None FirmName1_1 , MACROBUTTON None FirmLegalStatus1_1 CITY ATTORNEY’S OFFICE
3900 MAIN STREET
RIVERSIDE, CA 92522
(951) 826-5567