Item No. 6
AGENDA REPORT
DATE: April 28, 2025
TO: Honorable Mayor and City Council
FROM: Steven Graham Pacifico, City Attorney
Ana V. Sauseda, Director of General Services/City Clerk SUBJECT: Approval of the City of Yucaipa Date Stamping Policy RECOMMENDATION:
That the City Council approve and adopt the Date Stamping Policy.
BACKGROUND/DISCUSSION:
To maintain transparency, accountability, and administrative efficiency, staff is recommending that the City Council adopt a Date Stamping Policy to standardize the acknowledgment of documents received by the city. This policy establishes clear guidelines for the date -stamping process, ensuring consistency across all city departments.
The primary objectives of the Date Stamping Policy include:
❖ Providing an official record of the date and time of document submissions. ❖ Ensuring compliance with statutory deadlines and procedural requirements. ❖ Facilitating efficient document tracking and processing across city departments. ❖ Enhancing public trust through a transparent and uniform document handling process.
The policy applies to all documents submitted to the City of Yucaipa, regardless of format (physical or electronic). It outlines procedures for handling submissions, including standardizing the application of date stamps, acknowledging receipts upon request, and addressing special circumstances such as after-hours or incomplete submissions.
The City Clerk's Office will oversee policy implementation, including training staff, maintaining date - stamping equipment, and ensuring compliance. Additionally, all city departments will be responsible for adhering to the policy's provisions to ensure uniformity across city operations.
FISCAL IMPACT:
There is no fiscal impact.
Attachment:
1. City of Yucaipa Date Stamping Policy
Approved by. Cf f�v�
ATTACHMENT 1
City of Yucaipa
Date Stamp Policy
I. Purpose
The purpose of this policy is to establish a clear, uniform, and legally compliant framework for the date stamping of documents submitted to the City of Yucaipa. This policy ensures that all documents filed with the city are promptly and accurately acknowledged, thereby maintaining transparency, accountability, and reliability in the city's administrative processes.
The date -stamping process serves multiple critical functions, including but not limited to:
Official Acknowledgment: Providing an official record of the date and time a document is received, which is essential for meeting statutory deadlines, ensuring timely responses, and verifying compliance with procedural requirements.
Legal Integrity: Supporting the legal and regulatory framework governing document submissions, particularly where deadlines are enforced by local, state, or federal law.
Administrative Efficiency: Facilitating efficient handling, tracking, and processing of documents within city departments, ensuring smooth workflow and minimizing disputes over submission timing.
Public Confidence: Enhancing trust in the city's administrative practices by offering a transparent and consistent process for document handling.
By implementing this policy, the City of Yucaipa affirms its commitment to maintaining high standards of operational efficiency, legal compliance, and public service excellence.
II. Scope
This policy applies to all documents submitted to the City of Yucaipa for official purposes, regardless of the format or medium of submission. Specifically, the policy encompasses:
Types of Documents:
• Applications (e.g., permits, licenses, planning approvals). • Legal submissions (e.g., claims, appeals, or court -related documents). • Public records requests under the California Public Records Act. • Any other documentation requiring official acknowledgment of receipt. • Bid Submittals
Submission Methods:
Physical Submissions: Documents delivered in person, via postal mail, or deposited in drop boxes at city facilities.
Electronic Submissions: Documents submitted through official city email addresses, online portals, or other authorized electronic platforms.
Applicable Departments:
All departments and offices within the City of Yucaipa that receive documents for processing, approval, or informational purposes, including the City Clerk's Department, Engineering Department, Planning Department, Building Department, and any other relevant Departments & Divisions.
Special Circumstances:
After-hours or holiday submissions: Includes documents deposited outside regular business hours, such as in secure drop boxes or via electronic means, which will be date -stamped based on retrieval records.
This policy is designed to ensure that every submission is handled uniformly and professionally, regardless of the type of document, method of submission, or department involved. The policy's comprehensive scope seeks to minimize discrepancies, enhance interdepartmental coordination, and uphold the integrity of the city's administrative and legal processes.
III. Policy Statement
The City of Yucaipa is committed to maintaining a standardized and efficient process for date stamping all documents submitted to the city, ensuring accuracy, legal compliance, and administrative integrity. This policy mandates that:
Uniform Date Stamping:
All documents submitted to the City of Yucaipa, whether in physical or electronic form, must be date -stamped immediately upon receipt. The date stamp shall clearly indicate the date (and time, if applicable) of receipt as the official acknowledgment by the city.
Legality and Timeliness:
The date stamp serves as the official record for determining compliance with deadlines imposed by local ordinances, state laws, or federal regulations. No document will be considered "filed" with the city until it has been appropriately date -stamped.
Accuracy and Accessibility:
For physical documents, the date stamp must be legible and placed in a designated location that does not obscure the content. For electronic documents, the system -generated timestamp will fulfill the same purpose, and in cases of manual intervention, staff will apply a digital or physical date stamp reflecting the accurate submission date.
Acknowledge Receipt:
Submitters may request a copy of their date -stamped document as proof of submission.
Staff will provide such acknowledgment upon request.
This policy reflects the city's dedication to providing transparent, consistent, and accountable public service while safeguarding the integrity of its administrative processes.
IV. Responsibilities
The successful implementation of this policy depends on the coordinated efforts of city departments, employees, and the public. The responsibilities of key stakeholders are outlined below:
City Clerk's Office:
Oversight: Act as the primary department responsible for implementing and overseeing the date -stamping process citywide.
Equipment and Systems: Ensure that date -stamping equipment (physical and digital) is functional, standardized, and accessible in all relevant departments.
Training: Provide training to all relevant city staff on date -stamping procedures, including the use of equipment, record keeping, and handling exceptions.
Policy Updates: Regularly review and update the policy to incorporate new technologies, address operational challenges, and align with evolving legal requirements.
City Departments:
Coordination: Each department receiving documents must ensure adherence to the date - stamping policy.
Routing: If a document is received in a department other than the City Clerk's Office, it must be forwarded promptly to the appropriate office or recorded as received within that department, with the original submission date preserved.
Record Keeping: Maintain accurate records of date -stamped documents and ensure they are retrievable for auditing, legal, or administrative purposes.
City Employees:
Compliance: Follow all procedures for date stamping and handling submissions, including recognizing and escalating incomplete or improperly submitted documents.
Customer Service: Assist members of the public with understanding the date -stamping process and provide stamped copies upon request.
Submitters (Residents, Businesses, and Other Entities):
Timely Submission: Ensure that documents are submitted by the required deadlines to the appropriate city office.
Verification: Request and retain a copy of the date -stamped document for their own records when necessary.
Proper Format: Ensure that documents are complete, legible, and submitted through approved channels to avoid processing delays.
Technology and IT Services:
Digital Systems Maintenance: Maintain and update electronic submission platforms to ensure automated date stamping is accurate and reliable.
Technical Support: Provide troubleshooting and support for digital submission issues to minimize disruptions in the timestamping process.
V. Procedures
The procedures for date stamping documents filed with the City of Yucaipa are designed to ensure a clear, consistent, and efficient process. These procedures apply to both physical and electronic submissions, covering all stages of the submission and acknowledgment process.
1. Physical Submissions:
Receipt and Inspection: Upon receipt of a physical document, city staff must inspect the envelope for legibility and completeness.
Date Stamping: A standardized date stamp will be applied to the document in a designated area, avoiding critical information or text. The date stamp must include the complete date (MM/DD/YYYY) and, where applicable, the time of receipt.
Acknowledgment: Submitters may request a photocopy or digital scan of the date -stamped document as proof of submission. Staff will provide an acknowledgment receipt if requested, including the date of submission and a reference number where applicable.
Routing: Documents will be forwarded immediately to the appropriate city department for processing. The original submission date will be preserved in all records, regardless of internal routing.
Record Keeping: Physical documents will be logged in a submission tracker, noting the submitter's details, the nature of the document, and the date stamped. For security and traceability, staff must ensure proper filing of original documents in accordance with the city's retention policy.
2. Electronic Submissions:
Submission Acknowledgment: Electronic platforms (e.g., email, web portals) will automatically generate a timestamp indicating the precise date and time of receipt. This timestamp serves as the official date stamp. Submitters will receive an automated confirmation email containing the timestamp and a unique reference number.
Manual Intervention: If an electronic submission system malfunctions, city staff will manually date -stamp the document using the timestamp from the original submission (e.g., email metadata). A digital stamp or annotation will be applied to the document reflecting the accurate submission date.
Processing and Tracking: Electronically submitted documents will be assigned to the appropriate department for review within one business day. A digital log of all submissions, including timestamps, submitter details, and document type, will be maintained for auditing purposes.
3. After -Hours Submissions:
Physical Documents: Documents placed in a city drop box after business hours will be retrieved on the next business day. The date stamp will reflect the retrieval date unless otherwise authorized by city policy (e.g., for a legal deadline, evidence of prior submission must be provided, such as a time -stamped receipt or courier documentation).
Electronic Documents: Electronic submissions received after hours will be timestamped automatically based on the system's operational clock, ensuring 24/7 acknowledgment capability.
VI. Exceptions and Special Circumstances
The City of Yucaipa recognizes that certain circumstances may require deviations from standard date -stamping procedures. This section outlines those exceptions and provides guidelines for addressing them.
1. Holidays and Weekends: Documents submitted on a city -observed holiday or during weekends will be date -stamped on the next business day unless submitted electronically, in which case the system -generated timestamp will apply.
2. Incomplete or Improper Submissions:
Submissions missing essential information, submitted to the wrong department, or in a format that cannot be processed will not be officially date -stamped and will not be processed for consideration. A log of rejected submissions will be maintained for record - keeping purposes.
3. Disputed Submission Dates: If a submitter disputes the date on a document (e.g., claiming it was submitted earlier than the date stamped), the submitter must provide evidence of the earlier submission (e.g., tracking number, email metadata, or proof of delivery). The City Clerk or their designee will investigate and, if warranted, amend the official date of receipt.
The City Clerk's determination on such disputes shall be final.
4. Emergency Situations: In the event of a declared city emergency or natural disaster, alternative date -stamping methods may be employed, such as:
o Designating specific locations for emergency submissions. o Extending deadlines or accepting submissions through non-standard methods (e.g., verbal acknowledgment or temporary email addresses).
o Any deviations from normal procedures must be documented, and a post -emergency review will address any necessary policy updates.
5. Confidential or Sensitive Documents: Certain documents requiring confidentiality (e.g., legal claims, personnel matters) may be stamped and logged by authorized personnel only.
Additional measures, such as sealed filing or restricted access, will be implemented as necessary.
6. System Outages or Equipment Failures: In the event of a system outage or equipment failure, staff will manually date -stamp physical documents or annotate electronic submissions with the appropriate date and time based on external records. A log of affected submissions and corrective actions will be maintained for review and transparency.
VII. Record Keeping
Effective record -keeping practices are essential for ensuring the integrity and traceability of all documents submitted to the City of Yucaipa. This section outlines the standards and procedures for maintaining records related to date -stamped submissions.
1. Physical Documents:
Submission Log: All physical submissions must be recorded in a centralized submission log maintained by the City Clerk's Department or the receiving department. The log must include:
• Submitter's name or entity.
• Date and time of receipt.
• Document type or description.
• Reference or tracking number (if applicable).
• Storage:
o Date -stamped physical documents must be securely stored in designated filing locations according to the city's document retention schedule. o Sensitive or confidential documents must be stored in restricted -access areas with appropriate safeguards.
• Retention:
o Retain all physical date -stamped documents in compliance with the California Public Records Act and the City of Yucaipa's document retention policy.
2. Electronic Documents:
Automated Logs: Electronic submissions will be automatically logged in the city's digital system, capturing the timestamp, submitter details, and a copy of the submitted document.
Audit Trails: Maintain audit trails for all electronic submissions to ensure transparency and accountability. This includes logs of submission timestamps, staff interactions, and any changes made to the records.
Storage and Backup: Electronic records must be stored securely in city -approved databases or cloud systems with regular backups. Sensitive electronic documents must be encrypted and access -limited to authorized personnel.
Retention: Electronic records must be retained in accordance with the city's records retention schedule and applicable legal requirements.
3. Document Access and Retrieval: Ensure all date -stamped records are easily retrievable for internal use, public requests, or legal proceedings. Provide submitters access to their date -stamped records upon request, ensuring confidentiality where applicable.
4. Exceptions and Reconciliation: Maintain a record of any exceptions, including incomplete submissions, disputed dates, or manual date -stamping processes. Regularly reconcile logs with physical and electronic records to ensure accuracy and completeness.
VIII. Compliance and Enforcement
Compliance with this policy is essential to uphold the City of Yucaipa's standards of accountability, transparency, and legal integrity. The following measures ensure adherence to the policy and address any violations or discrepancies.
Unintentional Errors: Minor, unintentional errors (e.g., incorrect placement of a date stamp) will be documented and corrected promptly. Staff involved may receive additional training.
Repeated Non -Compliance: Repeated or systematic violations of this policy by staff or departments will result in formal review and potential disciplinary action.
Submitter Non -Compliance: Documents submitted improperly (e.g., incomplete or misrouted) will be returned to the submitter with instructions for correction. No official date stamp will be applied until the issue is resolved.