HomeMy Public PortalAbout08) 7F Record Retention ScheduleCity Council
March 6, 2012
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ANALYSIS :
The City's Records Retention Schedule is a written policy wh ich governs the period of
retent ion of records. It provides the legal authority for the disposition of city records and
demonstrates compliance with governmental regulations . An upgrade in the existing
program was necessary to reduce current and future records storage costs , eliminate
duplication of effort, increase efficiency and take advantage of current technology
and changes in law. The adopt ion of this retention schedule will result in efficiency
gains and cost savings .
CONCLUSION:
City Council approval of the revised records retention schedule will ensure that City
records are properly protected and managed .
FISCAL IMPACT:
This item does not have an impact on the Fiscal Year (FY) 2011-2012 City Budget.
ATTACHMENTS:
A. Resolution No . 12-4800
B. Records Retention Schedule
RESOLUTION NO. 12-4800
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
TEMPLE CITY ADOPTING A RECORDS RETENTION
SCHEDULE
Attachment A
WHEREAS, a records retention schedule provides for the efficient and proper
management and protection of the City records, facilitates document retrieval, and provides for
the removal of obsolete records; and
WHEREAS, Section 34090 of the Government Code of the State of California provides a
procedure whereby any City record which has served its purpose and is no longer required may
be destroyed; and
WHEREAS, the State of California has adopted guidelines for retention periods for
various government records; and
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
TEMPLE CITY, AS FOLLOWS:
SECTION 1. The records of the City of Temple City, as set forth in the Records
Retention Schedule Exhibit A, attached hereto and incorporated herein by this reference, are
hereby authorized to be destroyed as provided by Section 34090 et seq . of the Government
Code of the State of California and in accordance with the provision of said schedule without
further action by the City Council of the City of Temple City.
SECTION 2. The Term "recordsn as used herein shall include documents, instructions,
books, microforms, electronic files, magnetic tape, optical media , or papers; as defined by the
California Public Records Act.
SECTION 3. The current records retention schedule approved in 1992 is hereby
rescinded .
SECTION 4. The City Clerk shall certify to the passage and adoption of this resolution
and enter it into the book of original resolutions.
SECTION 5. This resolution shall become effective immediately upon its passage and
adoption.
PASSED, APPROVED AND ADOPTED on this 6\h day of March 2012.
MAYOR
ATTEST:
City Clerk
Resolution No. 12-4800
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I, City Clerk of the City of Temple City, do hereby certify that the foregoing resolution,
Resolution No. 12-4800, was adopted by the City Council of the City of Temple City at a regular
meeting held on the 6th day of March, 2012, by the following vote:
AYES :
NOES:
ABSENT:
ABSTAIN:
Councilmember-
Councilmember-
Councilmember-
Councilmember·
City Clerk
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