Agenda Item: 5
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: November 25, 2025
SUBJECT: FIVE-YEAR REVIEW AND APPROVAL OF THE CITY'S RECORDS
RETENTION SCHEDULE
DEPARTMENT: Administrative Services
PRESENTER: Mary Cusick
RECOMMENDED ACTION
City Council adopt a resolution approving amendments to the City of Santa Clarita Records Retention Schedule.
BACKGROUND
The City of Santa Clarita's (City) Records Retention Schedule (RRS) establishes guidelines for the classification, life, care, and disposition of City records. It includes the parameters set forth by Section 34090 et seq. of the Government Code. The RRS outlines a documented, procedural method for disposing of any record that has served its purpose and is no longer required for administrative, fiscal, historical, or legal purposes. The RRS allows the City Clerk, with the City Attorney's written consent, to destroy certain records for the cost-effective and efficient operation of government.
In 1993, the City Council adopted Resolution 93-119, establishing the City's Records and Information Management (RIM) program and authorizing the implementation of the City's RRS.
In 2005, the City Council adopted Resolution 05-90, which amended the RRS; conferred authority to the City Clerk to make limited amendments to the RRS that include the addition of new record classifications and updating retention periods to meet or exceed the minimum requirements set by state or federal statute; and required a review by the body at least once every five years. Before the City Council is the result of the fourth such review, and each time, the amendments include changes in business needs and state and federal regulations.
Since the last review, the City Clerk approved 35 new classifications, increased the retention of 11 existing classifications, and modified the description of an additional 17 classifications. For the purpose of the five-year review, Exhibit A to the resolution is a detailed overview of these administrative amendments made to the RRS since 2020.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
There is no fiscal impact by this action. Retaining records according to the approved Records Retention Schedule limits the City's fiscal liability with regard to staff resources, storage costs, and retrieval fees.
ATTACHMENTS
Resolution