RECORDS RETENTION SCHEDULE: MAYOR & CITY COUNCIL
SANTA CLARA, CA.
Page MCC-1
MCC-No. Office of
Record Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
MCC-001 Mayor &
City Council
Awards &
Mementos
AWARDS & MEMENTOS: Received by the
City (Physical Item) P p Department preference; GC §34090 MCC-002 Mayor &
City Council Reference
REFERENCE: Significant Historical Value
Awards/Mementos List (received by the City),
Proclamations List (given by the City) etc
current + 4
years P P Department preference; GC §34090
MCC-003 Mayor &
City Council Routine
ROUTINE: Copies of originals created in the
Mayor and Council offices
Recognition Items given by the City: Proclamations,
Certificates, Letters of Recognition, Appreciation
Plaques Listing; timekeeping entries
4 years 4 years Department preference; GC §34090
MCC-004 Mayor &
City Council Correspondence
CORRESPONDENCE: Incoming/outgoing,
general information (copies)
Mayor and Council Chron, Complaints/Concerns,
Calendars, Condolences, Adjournments, Schedule
of Events, Council Reading, City Depts & Agencies,
49ers, etc
current + 2
years 2 years Department preference; GC §34090
MCC-005 Mayor &
City Council Non-Record
NON-RECORD: Organizations,
Commissions, Committees, Districts, Social
Organizations
Council Committees (internal and external), City
Commissions, League of California Cities, State,
Federal and County, Miss Santa Clara Pageant,
Sister Cities, Awards/Mementos (received by
individuals), Copies of Newspaper Clippings, DVD's
of City Council Meetings (copies), etc
None None Department preference; GC §34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.
Adopted: 08/28/12