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DRAFT
FROM: ASSISTANT CITY MANAGER/CITY CLERK DATE: JANUARY 17, 2006 SUBJECT: RECORDS RETENTION AND DESTRUCTION SCHEDULES RECOMMENDATION Adopt Resolution No. 2006-__, a Resolution of the City Council of the City of Rancho Palos Verdes authorizing the destruction of certain City records as provided by Section 34090 of the Government Code of the State of California, making certain changes to existing retention schedules, and amending Resolution No. 2004-75. INTRODUCTION Adoption of the attached Resolution will permit the destruction of records in accordance with the records retention policy specified in the Resolution and amend the retention schedules for the City Manager’s Office and the City Clerk’s Office. BACKGROUND In 1985, the City established a Records Retention Program to eliminate the unnecessary build-up of records and to maintain an inventory of both active and inactive records. The program was put in place after retention and destruction schedules were devised and related polices were established to facilitate the orderly and efficient transfer, retention and destruction of records. The schedules were developed to satisfy administrative, legal, State and Federal requirements for records retention and, since their adoption, have been amended on an as needed basis to meet current regulations and administrative practices. Since the establishment of this program, records reaching their maximum retention period have been destroyed on an annual basis. The last update to these record schedules was completed in September 2004. DISCUSSION At this time, staff is recommending several changes to the retention schedules for the City Manager’s Office and City Clerk’s Office, which are presented below. The remaining Department retention schedules would remain unchanged. Staff has also updated the corresponding destruction schedules for each Department that are attached to the Resolution and, if adopted by Council, would be effected as of January 2006.
All Public Art records (Record No. 19) in the City Manager’s Office were destroyed as authorized by Council in November 2002. Therefore, this record category is no longer in use and should be identified as a "Superseded" record on the schedule.
In the past, the Counter Copy of Agenda Packets (previously Record No. 9) was considered to be a duplicate record because the City Clerk’s Office also maintains Council Legislative Action Files (7), which contained all the staff reports and back up materials presented to Council in the agenda packet. However, because the counter copies were accessible to the public in the City Hall lobby, the integrity of these records could not be guaranteed, given the fact that members of the public often rearranged the materials when looking for a particular item or removed an item altogether. Because of this phenomenon and because the Clerk’s Office received frequent requests from other staff members to review past Council Agenda Packets, staff began keeping complete copies of the packets in the City Clerk’s Office and disposes of the posting copy immediately after the related Council meeting. Therefore, staff is proposing to update the records retention schedule to reflect this current practice and to increase the total retention period for these records from 2 years to 5 years. Staff is also recommending that several records (Record Nos. 8,10,12,14 and 16) In the City Clerk’s Office be established as permanent records. Staff believes these changes are appropriate due to the fact that staff constantly refers to these records when conducting research or responding to public records requests. In addition, using Reference Copies of Minutes (12) Ordinances (14) and Resolutions (16) for these activities saves wear and tear on the City’s archival "book paper" copies, which are also kept as permanent records. For the first time, two records on the City Clerk’s Office schedule, Council Agendas (8) and Council Follow Up Agendas (10), are in electronic format. As the City moves forward with implementing a document imaging system and the City acquires the ability to convert records that currently exist only in hard copy into an electronic format, additional records of this type are expected to be added to the retention schedule in the future. CONCLUSION Council’s adoption of the proposed resolution, revised departmental retention schedules and destruction schedules will ensure a systematic approach to managing the life cycle of City records and sustain continued compliance with state laws and federal agency record-keeping guidelines. All Department Directors have reviewed and approved their respective retention schedules and the City Attorney’s Office has provided legal review of each department schedule. Department Destruction Schedules (Exhibit "A") to the attached Resolution lists documents that can be destroyed as of January 2006. Respectfully submitted, Carolynn Petru Assistant City Manager/City Clerk Reviewed, Les Evans City Manager Attachment: Resolution No. 2006-__ 2006 Department Records Retention Schedules RESOLUTION NO. 2006- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES AUTHORIZING THE DESTRUCTION OF CERTAIN CITY RECORDS AS PROVIDED BY SECTION 34090 OF THE GOVERNMENT CODE OF THE STATE OF CALIFORNIA, MAKING CERTAIN CHANGES TO EXISTING RETENTION SCHEDULES AND AMENDING RESOLUTION NO. 2004-75 WHEREAS, on March 19, 1985 the City Council of the City of Rancho Palos Verdes approved the first Retention and Destruction Schedules and related polices to facilitate the orderly and efficient transfer, retention and destruction of the records of the City of Rancho Palos Verdes; and WHEREAS, the last time these retention schedules were revised was with the adoption of Resolution No. 2004-75; and WHEREAS, it is again deemed necessary to make certain changes to the retention schedules for the City Manager’s Office and City Clerk’s Office to reflect current organizational functions and administrative needs. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Rancho Palos Verdes as follows: Section 1: Destruction of City Records: The records of the City of Rancho Palos Verdes as set forth in the approved departmental Destruction Schedule attached hereto as Exhibit "A" are hereby authorized to be destroyed as provided by Section 34090 of the Government Code. Section 2: Excepted Records: The provisions of Section 1 above do not authorize the destruction of: (a) Records affecting the title to real property or liens thereon (b) Court records (c) Records required to be kept by statute (d) Records less than two (2) years old with the exception of duplicate records (e) The minutes, ordinances or resolutions of the City Council of the City of Rancho Palos Verdes or any City Committee or Commission Section 3: City Attorney Written Consent: The written consent of the City Attorney has been obtained for this destruction. PASSED, APPROVED and ADOPTED this 17th day of January 2006. _________________________ Mayor ATTEST:
_____________________ City Clerk STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) ss CITY OF RANCHO PALOS VERDES ) I, Carolynn Petru, City Clerk of the City of Rancho Palos Verdes, hereby certify that the above Resolution No. 2006-__ was duly and regularly passed and adopted by the said City Council at a regular meeting thereof held on January 17, 2006.
______________________ CITY CLERK
EXHIBIT "A" JANUARY 2006 DESTRUCTION SCHEDULE DEPARTMENT: CITY MANAGER The following list of official record series was eligible for destruction on January 1, 2006. The Record Number refers to the Department’s retention schedule and the Series Description refers to the type of record as it appears on that schedule.
JANUARY 2006 DESTRUCTION SCHEDULE DEPARTMENT: CITY CLERK The following list of official record series was eligible for destruction on January 1, 2006. The Record Number refers to the Department’s retention schedule and the Series Description refers to the type of record as it appears on that schedule.
JANUARY 2006 DESTRUCTION SCHEDULE DEPARTMENT: FINANCE DEPARTMENT The following list of official record series was eligible for destruction on January 1, 2006. The Record Number refers to the Department’s retention schedule and the Series Description refers to the type of record as it appears on that schedule.
JANUARY 2006 DESTRUCTION SCHEDULE DEPARTMENT: PLANNING, BUILDING, & CODE ENFORCEMENT The following list of official record series was eligible for destruction on January 1, 2006. The Record Number refers to the Department’s retention schedule and the Series Description refers to the type of record as it appears on that schedule.
JANUARY 2006 DESTRUCTION SCHEDULE DEPARTMENT: PUBLIC WORKS The following list of official record series was eligible for destruction on January 1, 2006. The Record Number refers to the Department’s retention schedule and the Series Description refers to the type of record as it appears on that schedule.
JANUARY 2006 DESTRUCTION SCHEDULE DEPARTMENT: PARKS & RECREATION The following list of official record series was eligible for destruction on January 1, 2006. The Record Number refers to the Department’s retention schedule and the Series Description refers to the type of record as it appears on that schedule.
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