HomeMy Public PortalAbout07_7E_Record Retention ScheduleMANAGEMENT SERVICES DEPARTMENT
MEMORANDUM
DATE: March 2, 2021
TO: The Honorable City Council
FROM: Bryan Cook, City Manager
By: Peggy Kuo, City Clerk
SUBJECT: ADOPTION OF RESOLUTION NO. 21-5516 AMENDING THE CITY’S
RECORDS RETENTION SCHEDULE
RECOMMENDATION:
The City Council is requested to adopt Resolution No. 21-5516 (Attachment “A”) adopting
the City’s amended Records Retention Schedule (Exhibit 1).
BACKGROUND:
1.On February 18, 2020, City Council adopted Resolution No. 20-5449 updating the
City’s Records Retention Schedule for Fiscal Year (FY) 2019-20.
2.Between October 2020 to January 2021, staff worked with all departments and
Gladwell Governmental Services, Inc. (GGS) to update the City’s Record Retention
Schedule for City-Wide Standards, City Clerk Department, Community Development,
Management Services Department, Human Resources Department and Parks and
Recreation Department.
ANALYSIS:
The City’s Records Retention Schedule is a written policy which governs the period
records are retained in the City. It provides the legal authority for the disposition of city
records and demonstrates compliance with governmental regulations. Regular review
and update of the City’s Record Retention Schedule is necessary to ensure the City is in
compliance with changes in State law and guidelines issued by the California Secretary
of State.
Staff and GGS conducted a review of citywide records for their retention in October 2020.
As a result of the review, GGS recommended that the City amend its retention schedules
AGENDA
ITEM 7.E.
City Council
March 2, 2021
Page 2 of 2
for City-Wide Standards, City Clerk, Community Development, and Human Resources.
The proposed changes (i.e., update certain records of legal citations and clarified records
descriptions) to the retention schedule are shown in blue and red in Exhibit 1 of
Attachment A. The Record Retention Schedule for Management Services, Finance, and
Information Technology remains unchanged.
Having an updated record retention schedule is crucial and can help reduce current and
future records storage costs, eliminate duplication of records, increase efficiency and take
advantage of current technology and changes in law. The adoption of the amended
Records Retention Schedule will better ensure proper protection and management of city
records.
CITY’S STRATEGIC GOALS:
City Council approval of the amended Records Retention Schedule will further promote
City’s Strategic Goals of Good Governance.
FISCAL IMPACT :
This item does not have an impact on the Fiscal Year (FY) 2020-2021 City Budget.
ATTACHMENT:
A. Resolution No. 21-5516
RESOLUTION NO. 21-5516
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TEMPLE
CITY AMENDING THE RECORDS RETENTION SCHEDULE
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;
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;
WHEREAS, the State of California has adopted guidelines for retention periods for various
government records; and
WHEREAS, the City Clerk is recommending certain changes to the City’s record retention
schedule as marked in Exhibit 1.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF TEMPLE
CITY, AS FOLLOWS:
SECTION 1. The City’s amended retention schedule reflecting the change is attached as Exhibit
1.
SECTION 2. The City Clerk shall certify to the passage and adoption of this resolution and enter
it into the book of original resolutions.
SECTION 3. This resolution shall become effective immediately upon its passage and adoption.
PASSED, APPROVED AND ADOPTED on this 2nd day of March, 2021.
Tom Chavez, Mayor
ATTEST: APPROVED AS TO FORM:
Peggy Kuo, City Clerk Gregory Murphy, City Attorney
I, City Clerk of the City of Temple City, do hereby certify that the foregoing resolution, Resolution
No. 21-5516, was adopted by the City Council of the City of Temple City at a regular meeting held on the
2nd day of March, 2021, by the following vote:
AYES: Councilmember –
NOES: Councilmember –
ABSENT: Councilmember –
ABSTAIN: Councilmember –
Peggy Kuo, City Clerk
ATTACHMENT A