COUNCIL AGENDA REPORT
TO: Mayor and City Council
FROM: Donna G. Schwartz, Chief Deputy City Clerk
DATE: February 18, 2025
SUBJECT: Adoption of a Resolution Approving a New Citywide Records Retention Schedule
Description:
The City has upgraded its document management program, including its citywide records retention schedule. The adoption of this retention schedule will result in efficiency gains and cost savings.
Environmental Notice: The 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 the new Citywide Records Retention Schedule.
BACKGROUND:
Santa Maria selected Gladwell Governmental Services, Inc., an expert in local government records, to upgrade its records management program. An upgrade in the existing program was necessary to reduce current a nd future records storage costs, eliminate duplication of effort, increase efficiency and take advantage of current technology and changes in law.
DISCUSSION:
The upgrade of the current document management program is driven by many factors, including:
Very limited space in City facilities
Many departments are filing and storing copies of the same records Santa Maria produces and manages many permanent records Escalating records storage expenses
Technology advancements
Changes in law
2 The purpose of the program is to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation and disposal of all records managed by the City.
The retention periods are in compliance with all laws and are standard business practice for California cities.
The new retention schedules were written interactively with representatives from all departments participating in the project. They provide clear, specific records descriptions and retention periods, and apply current law and technology to the management of City records. By identifying which department is responsible for maintaining the original record, and by establishing clear retention per iods for different categories of records, Santa Maria will realize significant savings in labor costs, storage costs, free filing cabinet and office space, and realize operational efficiencies.
It is standard business practice for California cities to authorize the routine destruction of records that have exceeded their adopted retention period, upon the request of the Department Head and with the consent in writing of the Department Head, City Clerk and City Attorney, which is provided in Section 2 of the resolution. This will reduce costs and improve efficiency for the City.
It is also standard business practice for California cities to authorize updates to the schedule without further action of the City Council, which is provided in Section 3.
Fiscal Considerations
Santa Maria will realize significant savings both in labor and storage expenses, including the avoidance of future storage and/or construction costs.
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 costs for storage of obsolete records.
ATTACHMENT(S)
A. Resolution
Exhibit A