HomeMy WebLinkAbout2010-11-23 - AGENDA REPORTS - AMENDMENT TO RECORDS RETENTION (2)CONSENT CALENDAR
DATE:
SUBJECT:
DEPARTMENT
Agenda Item:
CITY OF SANTA CLARITA
AGENDA REPORT
City Manager Approval:
Item to be presented by:
November 23, 2010
AMENDMENT TO THE CITY'S RECORDS RETENTION
SCHEDULE
Administrative Services
RECOMMENDED ACTION
City Council adopt resolution approving amendments to the City of Santa Clarita Records
Retention Schedule.
BACKGROUND
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 (Schedule). In 2005, the City Council adopted Resolution 05-90,
serving as an amendment to the Schedule and requiring the Schedule to be brought before the
body no less than once every five years.
The Schedule establishes guidelines for the disposition of City records and includes the
parameters set forth by Section 34090 et seq. of the Government Code of the State of California.
An approved Schedule allows the City Clerk to remove records (with written consent of the City
Attorney) for the cost-effective and efficient operation of the government of the City of Santa
Clarita. Additionally, compliance with the guidelines of the Schedule helps to protect the City by
demonstrating documented, procedural means of disposing of any City record which has served
its purpose and is no longer needed for administrative, fiscal, historical, or legal purpose.
The foundation of the Schedule is based on the Secretary of State Local Government Records
Management Guidelines and has been revised from time to time to include input from staff,
business needs requirements, and compliance with state and federal regulations. While the City
Clerk, upon adoption of Resolution 05-90, has limited authority to make such revisions, the
following changes that affect the retention of records require City Council approval:
C • -
Assessment Ballots
Recently adopted SB 321, codified into Government Code section 53753(e)(2), clarifies the
retention requirement for assessment ballots. Government Code section 53753(e)(2) clearly
authorizes the City to destroy assessment ballots after two years, referencing Section 34090.
Therefore, changing the ballot retention from permanent to two years reduces the City's
administrative and fiscal responsibility while still retaining the documents as legally required.
Traffic Collision Reports
Traffic collision reports are used to analyze the number and type of collisions at intersections and
street segments throughout the City to make modifications to signals/striping to improve safety.
Government Code section 34090 authorizes the City to destroy records after two years.
Changing the retention of these records from eight to four years will reduce the City's
administrative responsibility, while continuing to meet legal and business requirements.
ALTERNATIVE ACTIONS
Other action as determined by the City Council.
FISCAL IMPACT
Reducing the retention of non-essential business records limits the City's fiscal responsibility
associated with storage and retrieval fees.
ATTACHMENTS
Resolution
Resolution Exhibit A
Z
RESOLUTION 10-
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 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 and inactive files, and for disposing of records when they are no
longer needed for administrative, fiscal, historical, or legal purposes; 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, on July 12, 2005, the City Council adopted Resolution 05-90 approving
the amended Records Retention Schedule; and
WHEREAS, over time regulatory compliance laws that affect the records of the City
of Santa Clarita change; and
WHEREAS, an overall review of the Records Retention Schedule has been
performed and permissible revisions have been made; and
WHEREAS, certain amendments affecting retention periods shall be brought before
the City Council for approval; and
WHEREAS, changes to the retention of three records series have been approved by
the City Attorney and City Department Heads as recommended by the Custodian of Records
(City Clerk), prepared for City Council approval, and attached as Exhibit A.
NOW, THEREFORE, the City Council of the City of Santa Clarita does hereby
resolve as follows:
SECTION 1. The Records Retention Schedule is hereby amended to change the
retention of assessment ballots to two years and the retention of roads and intersection files to
four years.
SECTION 2. The City Clerk shall certify to the adoption of this Resolution.
PASSED, APPROVED, AND ADOPTED this day of 2010.
3
MAYOR
ATTEST:
CITY CLERK
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss.
CITY OF SANTA CLARITA )
I, Sarah P. Gorman, City Clerk of the City of Santa Clarita, do hereby certify that the
foregoing Resolution was duly adopted by the City Council of the City of Santa Clarita at a
regular meeting thereof, held on the day of 2010, by the following vote:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
3
CITY CLERK
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss.
CITY OF SANTA CLARITA )
CERTIFICATION OF
CITY COUNCIL RESOLUTION
I, , City Clerk of the City of Santa Clarita, do hereby
certify that this is a true and correct copy of the original Resolution 10- adopted by the City
Council of the City of Santa Clarita, California on , 2010, which is now on file in my
office.
Witness my hand and seal of the City of Santa Clarita, California, this _ day of
2010.
City Clerk
By
Deputy City Clerk
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