Title
Adoption of Resolution Approving the Records Retention Schedule. (City Clerk)
Body
To: Honorable Mayor and Councilmembers
From: Lara Weisiger, City Clerk
Re: Adoption of Resolution Approving the Records Retention Schedule
BACKGROUND
In 2012 and 2013, the City Council and Open Government Commission reviewed the Public Records Index and Records Retention Schedule. On February 19, 2013, the City Council set five years as the minimum records retention for all documents. After a recent discussion regarding the limitations of the City’s email backup system, staff conducted a Citywide review of the records retention schedule presented in 2013.
DISCUSSION
All departments reviewed the records retention schedule to provide updates. The changes are shown in Exhibit 1 (redline version) and 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.
The records retention schedule was presented to the Open Government Commission on February 5, 2018. The Commission approved the schedule for forwarding to the Council for adoption.
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
Adopt a resolution approving the records retention schedule.
Respectfully submitted,
Lara Weisiger, City Clerk
Financial Impact section reviewed,
Edwin Gato, Acting Finance Director
Exhibit:
1) Records Retention Schedule - Redline