Title
Adoption of Resolution Approving the Records Retention Schedule. (City Clerk)
Body
To: Honorable Mayor and Members of the City Council
From: Lara Weisiger, City Clerk
EXECUTIVE SUMMARY
The Records Retention Schedule establishes when City of Alameda (City) records may lawfully be destroyed. Staff is recommending minor revisions to the schedule.
BACKGROUND
Following Open Government Commission review of the City's Records Retention Schedule in 2013 and 2018, City Council adopted a resolution approving a Records Retention Schedule. A revised schedule was presented to the Open Government Commission on December 2, 2024. The Commission recommended the revisions be forwarded to City Council for adoption.
DISCUSSION
All departments reviewed the records retention schedule to provide revisions. The changes are shown in Exhibit 1 (redline version) and consist of corrections, clarifications, and additional references as to the length of time certain records must be retained. The length of time general correspondence, which includes emails, must be retained would be reduced from three to two years. A new section has also been added for the Base Reuse and Economic Development Department. The majority of the other changes are under the Human Resources and Library sections.
ALTERNATIVES
City Council could:
* Direct staff to make further modifications to the schedule.
* Choose not to adopt the revised schedule. If City Council does not adopt the changes, the existing schedule remains in effect.
FINANCIAL IMPACT
There is no financial impact from updating the records retention schedule.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
Municipal Code Section 2-92.5 addresses the Public Records Index.
ENVIRONMENTAL REVIEW
This action does not constitute a "project" as defined in California Environmental Quality Act (CEQA) Guidelines Section 15378 and therefore no further CEQA review is required.
CLIMATE IMPACT
There are no identifiable climate...
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