Title
Recommendation to Approve the Records Retention Schedule
Body
To: Honorable Members of the Open Government Commission
From: Lara Weisiger, City Clerk
Re: Recommendation to Approve the Records Retention Schedule
BACKGROUND
On October 7, 2013, the Open Government Commission reviewed the records retention schedule. In 2013, the minimum retention was five years. After a recent discussion regarding the limitations of the City’s email backup system, staff conducted a Citywide review to update the records retention schedule that was presented in 2013.
DISCUSSION
All departments reviewed the records retention schedule to provide updates. The changes consist of simple corrections and clarifications, the majority of which are under the Human Resources section. General correspondence, which includes emails, was changed from five to three years in order to meet the technological constraints of the email system.
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 is not a project for the purposes of the California Environmental Quality Act (CEQA) under CEQA Guidelines section 15061 (b) (3) as there is no possibility that this action may have a significant effect on the environment.
RECOMMENDATION
Approve the updated records retention schedule, which will be presented to Council for adoption.
Respectfully submitted,
Lara Weisiger, City Clerk
Exhibit:
1) Records Retention Schedule - Redline