City Council Agenda Report
Meeting Date: October 21, 2025
From: Genoveva Rocha, City Clerk
Department: City Clerk
Submitted by: Yonnie Parker, Deputy City Clerk
Subject
Records Retention Schedule Update
Recommendation
Adopt Resolution No. 2025-030 approving the City’s Records Retention Schedule and repealing Resolution No. 2024-010.
Background
The City’s Records Management Program applies efficient and economical methods to the creation, utilization, maintenance, retention, preservation and disposal of records managed by the City. The current Retention Schedule was approved and adopted by the City Council on July 16, 2024 by Resolution No. 2024-010. Certain changes in laws, standards of business practices, the creation of new records, and the transfer of programs necessitated a review of the current schedules.
The City retained the professional services of Gladwell Governmental Services, Inc. to assist with the records retention legal review, applying best industry practices and changes in laws. The recommended updates to the schedules were reviewed interactively with representatives from each department to incorporate current practices and provide clear, specific and relevant records description and appropriate retention periods.
California Government Code Section 34090 broadly governs the retention of records in the City, yet there may be specific regulations that provide for longer retention, and the City may prefer to keep certain records longer than set forth in the regulations. The guiding regulations and provision for each department preference are noted in the comment field of the schedules.
There are minor additions and clean-up language sparsely throughout the schedules. There are a few new additions to various department schedules shown in the attachment. There are also deletions of records due to those records existing in other sections or they simply no longer exist.
When appropriate, the Fire Department retention schedule will be deleted since the City no longer has its own Fire Department.
The proposed resolution is presented along with the proposed city-wide schedules in the attachment to this staff report in tracked-changes format which provides a clear visual of the changes to the schedules. Upon approval, the resolution establishes the City’s retention schedule, provides for the routine destruction of records, authorizes minor updates without further City Council action, and repeals Resolution No. 2024-010.
Fiscal Impact
There is no fiscal impact associated with this report.
Attachments
1. Resolution No. 2025-030
2. Records Retention Schedule (Tracked Changes)