HomeMy WebLinkAbout2020-11-10 - AGENDA REPORTS - RECORDS RETENTION SCHEDULE (2)0
Agenda Item: 7
P
CITY OF SANTA CLARITA AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:1
DATE: November 10, 2020
SUBJECT: FIVE-YEAR REVIEW AND APPROVAL OF CITY'S RECORDS
RETENTION SCHEDULE
DEPARTMENT: Administrative Services
PRESENTER: Mary Cusick
RECOMMENDED ACTION
City Council adopt a resolution approving amendments to the City of Santa Clarita Records
Retention Schedule.
BACKGROUND
The City of Santa Clarita's (City) Records Retention Schedule establishes guidelines for the
classification, life, care, and disposition of City records and includes the parameters set forth by
Section 34090 et seq. of the Government Code of the State of California. The schedule
demonstrates a documented, procedural means of disposing of any record that has served its
purpose and is no longer needed for administrative, fiscal, historical, or legal purpose. It allows
the City Clerk, with written consent of the City Attorney, to remove records for the cost-effective
and efficient operation of government.
In 1993, the City Council adopted Resolution 93-119, establishing the City's Records and
Information Management (RIM) program and authorizing the implementation of the City's
Records Retention Schedule. In 2005, the City Council adopted Resolution 05-90, amending the
schedule and requiring a review before the body no less than once every five years. In 2010 and
2015, the City Council adopted Resolutions 10-91 and 15-74, respectively, further amending the
schedule to include changed business needs and compliance with state and federal regulations.
The update for Council consideration reflects changes to the City's operations during the past
five years, as well as maintenance elements for improved filing practices. The following changes
that affect retention term, or removal from the records retention schedule, require City Council
approval.
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Recommended for Retention Modification
The City's practice is to retain records on a schedule which meets or exceeds legal obligations
while also supporting administrative functions. Staff is recommending to modify the retention
schedule for two record classifications.
The City currently retains all Surplus Property files and Oaths of Office permanently, exceeding
legal requirements and administrative needs. Staff is recommending changing the retention term
to audit year plus an additional four years for Surplus Property files, and termination plus an
additional six years for Oaths of Office to align with the Secretary of State's records
management guidelines, thereby reducing the City's fiscal exposure for retaining obsolete
records in storage.
Recommended for Removal
Staff recommends the removal of certain classifications from the schedule due to non-use,
redundancy, or merging to create a broader records classification, especially where warranted to
group and retain similar records as one unit.
An example of records classifications recommended for removal from the schedule are Canvass
records and Voter Rosters. In 2016, the City began consolidating its elections with Los Angeles
County. The County is now the Office of Record for records pertaining to voter rosters, ballot
tabulations, and other documentation related to election planning formerly filed under the
classifications recommended for removal. Records retained by the City for prior years have been
destroyed, or are in the process of destruction, pursuant the City's retention schedule guidelines.
The Redevelopment Agency and False Alarm classifications are obsolete. Records for the
Redevelopment Agency are located within the Council Agenda Packets classification while False
Alarm records are under the classification of Accounts Receivable.
Addition of New Record Classifications and Amendments made to Retention
The City Clerk, upon adoption of Resolution 05-90, has the authority to make limited
amendments to the retention schedule without further action of the City Council including
approving the addition of new record classifications and updating retention periods. Since the
last review, the City Clerk approved nine new classifications and changed the retention of five to
meet or exceed the minimum requirements set by state or federal statute.
The Santa Clarita Public Library required a new classification for Laptop Loan Agreements. The
Library issues laptops to patrons, with a library card in good standing, requiring them to sign an
agreement holding them responsible for any damages while checked out.
In addition, two classifications added to the schedule for Human Resources are employee
relations and medical records not associated with current personnel and benefit classifications.
Prior to the change, these records existed in stand-alone files. With the new classifications, staff
can better define records retention and destruction.
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Three existing classifications under Finance with retention terms of audit year plus an additional
four years changed to audit year plus an additional six years. Los Angeles County voters
approved Measure W - Safe, Clean Water Program on November 6, 2018. Measure W requires
municipalities to retain all records necessary in accordance with Generally Accepted Accounting
Principles for seven years to determine the amounts expended and eligibility of Projects
implemented using Safe, Clean Water Program payments.
Attached for the City Council's review is an Executive Summary highlighting recommended
changes, followed by the resolution for adoption, and an exhibit chart itemizing the proposed
amendments. This chart provides a detailed overview of recommended changes inclusive of
items that require City Council action and those which Resolution 05-90 allows administrative
approval.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Retaining records according to the approved Records Retention Schedule limits the City's fiscal
responsibility with regard to staff resources, storage costs, and retrieval fees.
ATTACHMENTS
Executive Summary
Resolution
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7.a
Executive Summary
Five -Year Update to the Records Retention Schedule
October 13, 2020
Recommended Changes Requiring Council Approval
The following record classifications are recommended to be deleted.
Records Series/
Notes
Classification
Canvass
Due to elections consolidation, the City no longer conducts the canvass. Records
retained by the City for prior years have or will be destroyed pursuant the retention
schedule guidelines.
False Alarms
This classification is a duplicate; false alarm warning notices are filed under another
existing classification.
Redevelopment
This classification was a component of the City's initial Records Retention Schedule.
Agency
Redevelopment Agency meetings are filed jointly with Council Agenda Packets.
Voter Rosters
Due to elections consolidation, the City no longer maintains voter rosters. Rosters
retained by the City for prior years have or will be destroyed pursuant to the retention
schedule.
The following records classifications are recommended to be modified.
Records
Retention
Notes
Series/Classification
Fixed Assets —
From P to
The current permanent retention exceeds legal requirements and
Surplus Property
AU+4
administrative needs.
Oath of Office
From P to
The current permanent retention exceeds legal requirements and
T+6
administrative needs.
AU=Audit CL=Close CY=Current Year E=Election L=Life M=Month P=Permanent T=Termination
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7.a
Summary of Administrative Changes Previously Made Since the 2015 Records Retention
Review
The following are new record classifications added to the retention schedule since the last review.
Records Series/
Retention
Notes
Classification
Acquisitions/
CL+10
Scope: Supporting documents regarding sale, purchase, exchange, lease or
Disposition
property rental. Documents were previously grouped in other related files.
Appraisals
CL+2
Scope: Includes original property appraisals. Documents were previously
grouped in other related files.
Employee Files —
T+3
Scope: Includes employee investigations, interview notes and discipline.
Employee
Better defines and file employee relation records not associated with their
Relations
personnel file.
Employee Files —
T+30
Scope: Includes pre -employment physicals, medical notes, medical leave
Medical
claims and letters. This new classification defines employee medical
records not associated with benefit files.
Feasibility Studies
CY+5
Scope: Includes original feasibility study/analysis for project/development
viability. Documents were previously grouped in other related files.
Fixed Assets —
AU+2
Scope: Listing of property, release and liability and/or waivers, receipts of
Auction
transaction, copies of drivers' licenses, website listing, listing confirmation.
Documents were previously grouped in other related files.
Fixed Assets —
AU+4
Scope: Records reflect purchase date, cost, depreciation, and account
Inventory
number. Documents were previously grouped in other related files.
Fixed Assets —
L
Scope: Includes DMV title/registration and related documents, title
Vehicle
transfers when vehicle sold. Documents were previously grouped in other
Ownership & Title
related files.
Laptop Loan
CY+5
Scope: Includes Santa Clarita Public Library laptop loan agreements. New
Agreements
program/service.
The following are records classification amendments made to the retention schedule since the last
review.
Records
Retention
Notes
Series/Classification
Accounts Payable
From
AU+4 to
Per Measure W retention requirements.
AU+6
Checks/Check
From
Registers
AU+4 to
Per Measure W retention requirements.
AU+6
Conflict of Interest
Changed current title from "Public Official Appointments" to be generic
Misc Forms
enough to reflect all forms retained under this classification. Changed
current scope from "Includes Fair Political Practices 804 and 805 Forms
required to be completed by the City or individual public official" to
"Includes Fair Political Practices Biennial Notices, and Forms 804, 805, and
806 required to be completed by the City."
AU=Audit CL=Close CY=Current Year E=Election L=Life M=Month P=Permanent T=Termination
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7.a
Records
Retention
Notes
Series/Classification
Correspondence
Changed scope from "Includes records that are not attached to an
and Subject Files
agreement or project file, including correspondence, proclamations, and
petitions submitted, but not tied to a referendum, recall, or initiative" to
"Includes correspondence, proclamations, social media, award
applications, press releases, petitions, and records that are not attached
to any agreement, project file, referendum, recall, or initiative." This is a
catch-all classification for records that are not identified as belonging to a
specific classification, but required to be maintained.
Employee Files —
Changed current title from "Employee Benefit File" to accurately reflect
Benefits
the records being retained. Changed current scope from "Includes
deferred comp, PERS, plan enrollment forms and pre -employment
physicals; PERS retirement and health enrollment; may include dental
disability, education, health, life and vision, including dependent care and
employee assistance and medical leave claims" to "Includes deferred
comp, PERS, and plan enrollment forms; PERS retirement and health
enrollment; may include dental, disability, health, life and vision, including
dependent care, employee assistance and education assistance." Change
in scope to remove medical information from non -medical files and file
them within the Employee Medical or Workers Compensation files.
Employee Files —
Changed current title from "Performance Review File" to accurately
Performance
reflect the records retained. Changed current scope from "Includes
Reviews
commendations, disciplinary actions, terminations, evaluations" to
"Includes evaluations." Change in scope to remove reference
commendations and disciplinary actions which have been historically
maintained in Personnel File classification.
Employee Files —
Changed current title from "Personnel File" to accurately reflect the
Personnel
records retained. Changed current scope from "Includes employee
history, personnel action forms, training and certification records, DMV
pulls" to "Includes employee history, personnel action forms, training and
certification records, DMV Employer Pull Notice Program forms,
commendations, disciplinary actions, employee memorandums and
letters, terminations and new hire and exit forms." Change in scope to
add all commendations and disciplinary actions which reflects current and
past practice.
Fingerprint
Changed current scope from "Includes Department of Justice records" to
"Includes Live Scan form and "hits." Documents were previously grouped
in other related files.
Inventory,
Changed current scope from "Includes equipment manual/records and
Equipment, Parts &
related documents regarding repairs, including warranties. Includes
Supplies
vehicles and related documents and repairs; owner's manual, DMV
title/registration and related documents; DMV registration on file in
Clerk's Office; all other documents with vehicle and maintenance division"
to "Includes equipment manual/records and related documents regarding
repairs, including warranties; includes vehicles and related documents
and repairs; owner's manual and related documents on file with vehicle
and maintenance division." Change in scope to remove reference to DMV
titles that are filed separately.
AU=Audit CL=Close CY=Current Year E=Election L=Life M=Month P=Permanent T=Termination
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7.a
Records
Retention
Notes
Series/Classification
Journal Entries
From
AU+4 to
Per Measure W retention requirements.
AU+6
Negotiations
Changed current scope from "Includes notes, notebooks,
correspondence, contracts, and MOUs" to "Includes notes, notebooks,
correspondence, contracts, meetings and copies of MOU." Change in
scope to include documentation relating to laborrelation meetings.
Tax Payer
From
The increased retention aligns with current business practices.
Identification
CY+5 to P
Recruitment/Job
Changed current scope from "Includes applications, resumes;
Files
examination materials including tests and answer sheets; advertisements,
job bulletins/announcements; interest cards, alternate lists/logs; ethnicity
disclosures; eligibility; and electronic database" to "Includes applications,
resumes; examination materials including tests and answer sheets;
advertisements, job bulletins/announcements; alternate lists/logs; and
electronic database." Change in scope to remove documents relating to
interest cards which are stored electronically, ethnicity disclosures which is
no longer required, and eligibility, which is stored in an electronic log.
Ticket, Travel, and
Changed current title from "Public Official Appointments." Records being
Behested
kept in this classification include Fair Political Practices Forms 801, 802,
Contributions
and 803 for the purpose of travel reimbursements, tickets and passes to
entertainment events, and contributions made at the City's or public
official's behest.
Vote Centers
From
Changed current title from "Precinct & Poll Workers" and changed
E+61V! to
current scope from "Including precinct locations; precinct officer and poll
E+2
worker assignments; and applications" to "Includes Vote Center
locations." Due to elections consolidation, the City no longer creates or
maintains precinct or poll worker records.
Workers
Changed current scope from "Includes accident/incident reports and log
Compensation Files
and summary reports; claim files" to "Includes accident/incident reports
and log and summary reports, medical notes, correspondence and claim
files." Change in scope to add documents relating to medical notes and
correspondence, which reflects current and past practice.
AU=Audit CL=Close CY=Current Year E=Election L=Life M=Month P=Permanent T=Termination
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RESOLUTION NO. 20-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SANTA CLARITA, CALIFORNIA, AMENDING THE CITY OF
SANTA CLARITA RECORDS RETENTION SCHEDULE
WHEREAS, Section 34090 et seq. of the Government Code of the State of California
provides the parameters whereby any City of Santa Clarita (City) record which has served its
purpose and is no longer required may be destroyed; and
WHEREAS, the Records Retention Schedule establishes orderly procedures for retaining
official City records in active and inactive files, and for disposing of records when they are no
longer needed for administrative, fiscal, historical, or legal purposes; and
WHEREAS, the Records Retention Schedule applies to all forms and formats of official
City records, regardless of physical characteristics; and
WHEREAS, on September 14, 1993, the City Council adopted Resolution 93-119
establishing the Records Management Program and adopting the Records Retention Schedule;
and
WHEREAS, the City Council has approved amendments to the Records Retention
Schedule in 2005, 2010, and 2015; and
WHEREAS, over time regulatory compliance laws that affect the records of the City of
Santa Clarita change; and
WHEREAS, an ongoing review of the Records Retention Schedule is performed and
permissible revisions are made semi-annually; and
WHEREAS, a five-year review of the Records Retention Schedule has been performed;
and
WHEREAS, recommended changes to records retention have been approved by the City
Attorney and City Department Heads as recommended by the Custodian of Records (City Clerk);
and
WHEREAS, recommended changes that require City Council action as well as various
changes that have been approved administratively are brought before the City Council for the
five-year update and are attached as Exhibit A.
NOW, THEREFORE, the City Council of the City of Santa Clarita, California, does
hereby resolve as follows:
SECTION 1. The Records Retention Schedule is hereby amended to include those
changes as set forth in the attached Exhibit A.
SECTION 2. The City Clerk shall certify to the adoption of this resolution.
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PASSED, APPROVED AND ADOPTED this 'h day of
MAYOR
ATTEST:
CITY CLERK
DATE:
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss.
CITY OF SANTA CLARITA )
2020.
I, Mary Cusick, City Clerk of the City of Santa Clarita, do hereby certify that the
foregoing Resolution No. 20- was duly adopted by the City Council of the City of Santa
Clarita at a regular meeting thereof, held on the th day of 2020, by the following vote:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
CITY CLERK
2
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