FOR THE COUNCIL MEETING OF SEPTEMBER 17, 2024
COUNCIL AGENDA REPORT
TO: City Council
FROM: Interim City Manager Alex Posada
BY: Chief Deputy City Clerk Donna G. Schwartz
SUBJECT: Adoption of a Resolution Approving Revisions to the Citywide Records Retention Schedule
Description:
The City Council will consider a pproving revisions to the Citywide Records Retention Schedule.
Environmental Notice: This activity is not a “Project” as defined under Section 15378 of the California Environmental Quality Act State Guidelines; therefore, pursuant to State Guidelines Section 15060(c)(3) no environmental review is required.
RECOMMENDATION:
Adopt a Resolution approving revisions to the Citywide Records Retention Schedule.
BACKGROUND:
On July 17, 2001, the City Council approved a Document Management Program, including an updated Records Retention Schedule that established uniform guidelines for the minimum retention and disposition of records throughout the City. Since tha t time, the City Council has approved numerous revisions to the Retention Schedule. The last update was approved by the City Council on January 18, 2022.
DISCUSSION:
City departments have been using the Records Retention Schedule regularly and have found that from time to time changes are needed. The Clerk’s Office has committed to bringing forward amendments to the Records Retention Schedule as they are needed to keep the schedule current and operational. Currently, changes are being proposed to the following sections: Police/Administration/Investigations Background and All Departments/Investigations (Safety Employees: Police), Personnel Files (Safety Employees: Police) and, Discipline Records (Safety Employees: Police).
Fiscal Considerations
Regular updates to the Records Retention Schedule allow for the legal destruction of records, resulting in better storage space utilization . Additional costs would be incurred for the storage of records that were retained beyond their useful life. 2 Impact to the Community
Maintaining a Records Retention Schedule that is current and conforms to existing law ensures that City records are retained for the benefit of the public and destroyed properly in accordance with legal requirements; and minimizes additional cos ts for storage of obsolete records.
Attachment:
A - Request for Amendments