HomeMy WebLinkAbout1993-08-24 - AGENDA REPORTS - RECORDS RETENTION SCHEDULE (2)AGENDA REPORT
CONSENT CALENDAR
DATE: August 24, 1993
SUBJECT: RECORDS RETENTION SCHEDULE
Resolution No. 93-119
DEPARTMENT: City Clerk
Since February, the City Clerk's Office has been working with consultants of Rose Kattlove and
Associates, Inc., on a Records Management Program. The goals of the Records Management Program
were to complete a records Inventory in all City departments, to prepare departmental Records
Retention Schedules for all City departments, to transfer Inactive records to storage, to destroy records
no longer required by statute to be retained or needed, to eliminate duplication of records, to protect
records essential to City government and to convert the files In the City's Records Center in the City
Clerk's Office.
The principal document of the Records Management Program is the Records Retention Schedule which
shows the length of time the various records of each department are to be retained in the active and
Inactive files. The schedule lists the record series covered in the records retention program: A record
series, which may include several different types of documents, Is a set of records arranged 'or
maintained as a unit because It relates to a single subject or function, results from the same activity,
has a similar form, or because of some other circumstance resulting from Its creation, receipt, or use.
All records series listed are official records, unless they are specifically noted . The schedule shows
the length of time each series should be retained In the files In the office area, In the Inactive files, and
minimum time that must elapse before records can be destroyed.
The retention periods shown on the schedule are based on a detailed examination of the records and
on Interviews with department representatives to determine the administrative, legal, vital, or historical
value of the records, and on a study of the applicable codes and statutes prescribing retention periods
for documents .
The City Records Management Coordinator (City Clerk) Is responsible for developing, coordinating, and
administering procedures to implenment the records retention program. The schedule has had the
approval of the department heads and the City Attorney. It is now ready for City Council approval.
RECOMMENDATION
City Council approve the Records Retention Schedule and adopt Resolution No. 93-119.
ATTACHMENTS
Resolution No. 93-119
Records Retention Schedule — availablenin the Reading File in the
City Clerk's office.
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Agenda Item:
RESOLUTION NO. 93-119
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF SANTA. CLARITA TO AUTHORIZING
THE IMPLEMENTATION OF A RECORDS RETENTION SCHEDULE
WHEREAS, the keeping of numerous records Is not necessary after a certain period of time for the effective and
efficient operation of the government of the City of Santa Clarita, and;
WHEREAS, Section 34090, et seq., of the Government Code of the State of California provides the parameters
whereby any 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 City records in active
files and in Inactive files, and for disposing of records when they are no longer needed to administrative, fiscal,
historical, or legal purposes, and;
WHEREAS, these procedures will promote the efficient and cost-effective conduct of the City's business by
reducing the number of records In the active file areas, eliminating unnecessary retention of duplicate or obsolete
documents; and providing for timely transfer of Inactive records, and;
WHEREAS, the program will enable the City fo function efflclently with a minimum of file equipment, will facilitate
the retrieval of records, and will establish a tradition of good records management for the City, and;
WHEREAS, a records retention manual has been developed to explain the procedures for the implementation
of the records retention schedule;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Santa Clarita as follows:
Section 1. The attached Records Retention Schedule listed as Exhibit A Is hereby approved. Further, the future
disposition of the types of records generated or received by the City of Santa Clarita, as listed In Exhibit A, is hereby
authorized for disposition as. outlined In accordance with Section 34090 et seq. of the Government Code of the State
of California, upon the consent In writing of the City Records Management Coordinator (City Clerk) and City Attorney,
without further action of the City Council.
Section 2. The destruction of any records as provided for herein shall be according to accepted records
management procedures.
Section 3. This resolution Is effective Immediately upon Its passage and adoption.
Section 4. The City Clerk shall certify to the passage and adoption of this resolution and shall cause the action
of the Clty.Councll in adopting the same to be entered In the official minutes of said City Council.
PASSED, APPROVED, AND ADOPTED this day of
1993.
Mayor
ATTEST:
City Clerk
APPROVED AS TO FORM:
Attorney
I, Donna M. Grindey, City Clerk, hereby certify that the foregoing resolution was duty adopted by
the City Council of the City of Santa Ciarita at a regular meeting thereof, held on the day of
. 1993, by the following Vote of the Council:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS: